Manual

PerfectByte
Practice Management Software
User Guide
PerfectByte 5131 S. Ridgewood Avenue Suite A Port Orange, FL 32127 info@perfectbyte.net telephone 386.767.7007 fax 386.767.5576 www.perfectbyte.net
PerfectByte User Guide Copyright 2008 by PerfectByte. All rights reserved.
PerfectByte reserves the right to change, without notice, product offerings, product specifications and the information in this document. This document supersedes any prior document containing similar subject matter with regard to the descriptions of features and functionality of product offerings. You may receive supplements to this document based on changes that may occur to our products and services. This document may not be reproduced in any form without prior written permission from PerfectByte
9/11/2008
For more information about PerfectByte please contact us on the Web at www.perfectbyte.net
PerfectByte is a trademark of PerfectByte. All other product names are trademarks or registered trademarks of their respective owners. 2008 PerfectByte. All rights reserved.
Contents
Chapter 1 Introducing PerfectByte 1 1
Overview ................................................................................................................................... 1 System Requirements ................................................................................................................ 1 Installation Instructions.............................................................................................................. 2 A Word About HELP ................................................................................................................ 2
Chapter 2 Setting Up PerfectByte
3 3
Main Screen Overview .............................................................................................................. 3 My Settings................................................................................................................................ 4 General ........................................................................................................................ 5 Printers ........................................................................................................................ 5 Preferences .................................................................................................................. 7 Interfacing ................................................................................................................... 8 General Settings......................................................................................................................... 8 Master Lists ................................................................................................................. 9 Administration........................................................................................................... 17 View Documents ....................................................................................................... 34
Chapter 3 Entering Patients
35 35
Overview Patient Information .............................................................................................. 35 Entering Patients...................................................................................................................... 36 General Patient Information ...................................................................................... 36 Insurance Information ............................................................................................... 39 Patient Employer/School ........................................................................................... 42 Misc........................................................................................................................... 43 Prescriptions ............................................................................................................................ 44 Treatment Plans ....................................................................................................................... 47 Notes........................................................................................................................................ 50 Recalls ..................................................................................................................................... 51 Medical Conditions and Alerts ................................................................................................ 53 Xtra Contacts ........................................................................................................................... 54 Pictures .................................................................................................................................... 55 Help ......................................................................................................................................... 60 Change Name........................................................................................................................... 60 Welcome Packet ...................................................................................................................... 61
Perfectbyte User Guide
Contents iii
Actions for Highlighted Patient ............................................................................................... 61 Ortho Charting ......................................................................................................................... 62 Email Patient............................................................................................................................ 66
Chapter 4 Entering Visits
66 66
Overview Visit Information.................................................................................................. 66 Entering Visits ......................................................................................................................... 67 Entering Charges ....................................................................................................... 70 Printing ...................................................................................................................... 73 Notes.......................................................................................................................... 74
Chapter 5 Posting Payments
75 75
Overview Posting Payments ................................................................................................. 75 Patient Payments ....................................................................................................... 76 Insurance Payments ................................................................................................... 77 Transfer ..................................................................................................................... 79 Adjust ........................................................................................................................ 81 Get Previous Credit ................................................................................................... 81 Payment Plan............................................................................................................. 82 Continuation of Treatment ........................................................................................ 90
Chapter 6 EasyView
94 94
Overview ................................................................................................................................. 94 Clinical..................................................................................................................................... 96 Labs and Xrays .......................................................................................................... 96 Launch External Imaging .......................................................................................... 96 Ortho Charting........................................................................................................... 96 Notes........................................................................................................................ 100 Prescriptions ............................................................................................................ 101 Demographics ........................................................................................................................ 101 Overview ................................................................................................................. 101 Account Balance...................................................................................................... 102 Documents............................................................................................................... 103 Ledger...................................................................................................................... 107 Recalls ..................................................................................................................... 107 Treatment Plans ....................................................................................................... 109 Photos .................................................................................................................................... 112 Print ....................................................................................................................................... 112 Scheduling ............................................................................................................................. 113
Chapter 7 Billing
113 114
Collections ............................................................................................................................. 114
iv Contents
PerfectByte User Guide
Insurance Forms..................................................................................................................... 115 Step 1 Select your Search Criteria and Choose Search......................................... 116 Step 2 Verify that these are the Claims you wish to Process................................ 118 Step 3 View List to Edit ....................................................................................... 118 Step 4 Print Insurance Forms................................................................................ 119 Statements.............................................................................................................................. 119 Step 1 Select you search criteria and click Search Button.................................... 120 Step 2 View Statements to be Printed................................................................... 122 Electronic Claims................................................................................................................... 122 Post Large Insurance Checks ................................................................................................. 122 Late Fees................................................................................................................................ 127
Chapter 8 Reports
131 131
Daily Reports ......................................................................................................................... 131 Daysheet .................................................................................................................. 131 Administrative Reports .......................................................................................................... 132 Patient Listing By Reports................................................................................... 133 Patients by Referring Source(s)............................................................................... 134 Patient Phone Book ................................................................................................. 135 Procedure Frequency Report ................................................................................... 136 Diagnosis Frequency Report ................................................................................... 138 Patients in Pre-treatment Estimate Phase ............................................................... 139 New Patient Mailing Labels Laser ....................................................................... 140 Responsible Party Mailing Labels........................................................................... 141 Outbound Referrals ................................................................................................. 141 Managed Care Authorizations ................................................................................. 142 Lab/Xray Tracking Report ...................................................................................... 143 Master List Reports................................................................................................................ 143 Zip Codes ................................................................................................................ 144 Diagnosis Codes ...................................................................................................... 144 Insurance Companies............................................................................................... 144 Fee Schedules .......................................................................................................... 144 Referring Doctors > List or labels ........................................................................... 144 Places of Treatment ................................................................................................. 144 CDT Codes .............................................................................................................. 144 Procedure Codes with Prices ................................................................................... 144 Financial Reports ................................................................................................................... 144 Deposit Slip ............................................................................................................. 145 Payments Due from Payment Plan .......................................................................... 145 Daily Charge and Payment Summary...................................................................... 147 Income Reports........................................................................................................ 147 Charge Reports ........................................................................................................ 149 Receivables Reports ................................................................................................ 150 Aging Report ........................................................................................................... 151 Adjustment Reports ................................................................................................. 153 Month to Date/Year to Date .................................................................................... 153 Referring Doctor Frequency.................................................................................... 154 Claims Not Submitted ............................................................................................. 156 Claims Submitted .................................................................................................... 157 Patient Reports....................................................................................................................... 158 Patient List Report................................................................................................... 159 Patient Status Report ............................................................................................... 159
Contents v
Patient Recalls ......................................................................................................... 160 Batch Print Encounter Forms .................................................................................. 167 Charts and Graphs.................................................................................................................. 169 Financial Charts ..................................................................................................................... 172 Charges/Payments by Month................................................................................... 172
Chapter 9 Scheduler
175 175
Initial Setup............................................................................................................................ 175 Appointment Descriptions....................................................................................... 177 Scheduler General.................................................................................................................. 178 Overview ................................................................................................................. 179 Adding an Appointment .......................................................................................... 181 Actions for Appointment ......................................................................................... 187 Recurring Appointments ......................................................................................... 191 Scheduler Reports.................................................................................................................. 193 Print Schedule.......................................................................................................... 193 Appointment Daysheet ............................................................................................ 197 Appointment Confirmation Report.......................................................................... 198 Status Report ........................................................................................................... 199 Patient Flow........................................................................................................................... 200 Patient Checkin...................................................................................................................... 201 Waiting List ........................................................................................................................... 202 Encounter Form ..................................................................................................................... 204 Confirming Appointments ..................................................................................................... 204 Appointment Confirmation Module ........................................................................ 204 Export to Telephony System ................................................................................... 205 Email Patient ........................................................................................................... 206 Lists ....................................................................................................................................... 207 Appointment Descriptions....................................................................................... 207 Appointment Color Blocks...................................................................................... 209 Procedure Codes...................................................................................................... 210 Patients .................................................................................................................... 211 Resources ................................................................................................................ 211 Search .................................................................................................................................... 212 Search for a Patient.................................................................................................. 212 Search for Openings ................................................................................................ 213 Reminders .............................................................................................................................. 215 Set first day of week to Monday ............................................................................................ 217 Appointment Color Legend ................................................................................................... 218 Jump to PerfectByte............................................................................................................... 219
Chapter 10 Insurance Forms
221 221
Instructions/Field Guides....................................................................................................... 221 ADA 2006 Form...................................................................................................... 221 ADA 2002/2004 Form............................................................................................. 227 DentiCAL Form ...................................................................................................... 232 HCFA-1500 aka. CMS-1500................................................................................... 232
Chapter 11
vi Contents
232
Timeclock
232
PerfectByte Timeclock .......................................................................................................... 232 Initial Setup ............................................................................................................. 232 Maintain Employee Information ............................................................................. 232 View Timecards ...................................................................................................... 232 Actions .................................................................................................................... 232 Clocking in and out ................................................................................................. 232
Glossary of Terms Index
232 232
Contents vii
Chapter 1 Introducing PerfectByte
Overview
Thank you for choosing PerfectByte for your Orthodontic Practice Management needs. We are pleased to offer PerfectByte for all Microsoft Windows operating systems currently available on the market. Our promise to provide the most affordable system with quality unmatched by our highest priced competitors is your assurance of superior practice management software. Use the manual and HELP to assist you in understanding how to perform specific tasks using PerfectByte.
System Requirements
100% PC Compatible CPU Speed 500mhz or better Hard Drive capacity: 5 gigabytes of higher System Memory: 256 megabytes or higher Monitor: 15 SVGA or better Screen resolution must be set to at least 1024X768
CD-ROM Drive or DVD Drive: required. Laser Printer recommended Color laser best option. DYMO label printer single feed o All single feed address labels, appointment and school/work excuse labels in PerfectByte print to the DYMO.
Chapter 1 1
Network Options Server Type: Peer to Peer or dedicated server is acceptable. o Windows 2000, XP or Vista suggested for server
Workstations: Windows 98, Me, 2000, XP, Vista Network Type Cat 5 10/100 Networks or higher suggested. Network Cards: Do not purchase cheap network cards! They may cause data corruption. D-Link, Linksys, and 3Com are all good cards. High-speed Internet access is recommended for receiving updates and for training and/or troubleshooting via remote access; however it is not required.
Installation Instructions
Installation is simple. Just place the CD into your CD drive, and in most computers the installation will automatically start (it may take a moment). However, if yours does not, simply go to My Computer and double click your CD drive, and then double click on the Setup.exe file and follow the on screen instructions. When it is complete, there will be a program group called PerfectByte on your Start Menu. This is where you will find the program icons. There will also be two icons on your desktop, one for the PerfectByte program, and one for the PerfectByte Scheduler. When you receive a Purchase or Update you should receive detailed instructions and guidelines for successful installation. Please read carefully and remember to back up your data before making any changes to your existing program.
A Word About HELP

Your program comes with Computer Based Training Videos on CD-ROM. The training CD does not install on your computer and only uses ROM memory. Review the CBT to train you and your staff on the features and functionality of PerfectByte.
2 Introducing PerfectByte
The User Manual included with your Trial and Purchase is in pdf format and can be printed as desired to have on hand for quick reference. Email software related questions to our technical support department at support@perfectbyte.net Support representatives respond to email questions daily and you can generally expect a response within 24 hours. Visit our website at http://www.perfectbyte.net to download updates. Or call Technical Support directly at 386-767-7007 for assistance.
Chapter 2 Setting Up PerfectByte

Main Screen Overview
Chapter 2 3
Main Screen Overview
The PerfectByte main screen has a simple layout. Patients are listed at the top of the screen and any cooresponding visits at the bottom. The Task Pane at the left side of the screen allows you to access program options with ease. Menu selections at the top give you options for Billing statements, claim forms and doing your electronic submission. You can also use Actions for Highlighted Patient at the top right to access Ortho Charting, Recalls, Notes, etc without having to enter back in to the patient information screen. At the center right of the screen in the blue area you can quickly see the patients Next Recall date, Next Appt date and a 30 character Note from their patient information screen, at a glance.
My Settings
To establish a foundation for your program it is important that you insert the proper information in to the My Settings and General Settings area.
4 Setting Up PerfectByte
Click on My Settings in the task bar to the left of the programs main screen, under Settings.
General
My Settings > General
Login Name: Automatically completed with the computers user name. Additional users can be added in Windows and thereby added to PerfectByte if you have multiple people using the same station and want individual sign-in authorizations. [call support for further instructions] Password: Necessary only when requiring Sign-in Authorization. This adds security and will require a password for users to access the program. First Name, MI, Last Name: Enter the users name, optional.
Printers
Setting Up PerfectByte 5
My Settings > Printers
Select your desired printers using the look up folder . If you do not select a printer here you will be asked where you wish to print something each time you print. So feel free to leave these fields blank if you wish to have that versatility. Remember, your printer selections are stored by user; so each user can print to their desired printers. Invoice printer: for statements or receipts Label Printer: for sheets of labels Print Patient Labels on Insert: Check this option if you wish to automatically print a patient label when you enter a new patient in to the program. Number of Label: Specify the number of Patient Labels you wish to print. Prompt to Print Welcome Packet on Insert: Check this option if you wish to be prompted to print a welcome packet once a new patient is entered in to the system. Report Printer: for printing reports and graphs. Forms: for printing your ADA forms.
Scheduler Report Printer: for printing the days appointment schedules and directing them to a color printer if desired.
Preferences
My Settings > Preferences
You can select default settings for this user in Preferences. Default to Description on lists: This allows you to view look up lists of CDT codes, Ins Companies etc. by description instead of code; whichever you prefer. Leave unchecked to pull up lists by Code. Do not use AutoComplete for entry forms: You will notice this feature enabled as you type repetitive words in the program, the AutoComplete will attempt to guess at what you are wanting to type and will complete the word. You can disable that feature here. Show Picture on Main Screen: This option will default the patient photo to appear on the main screen and in the EasyView section of the program. Uncheck if you do not wish to display patients photos. Expand options: The expand options refer to the Task Pane lists on the main screen of the program. Each user can set those lists to expand or contract automatically by checking or un-checking the appropriate box. .
Interfacing
My Settings > Interfacing
PerfectByte interfaces with other various imaging programs. Please contact Technical Support for details and setup information.
General Settings
Click on General Settings located on the Task Bar to the left side of the main screen under Settings. This area contains Master Lists that can be used throughout the program to streamline data entry. In addition, you can set up administrative defaults, default messages for your patient print outs and security clearance settings to allow or restrict access to certain areas or functions of the program. The Scheduler setup can also be accessed from this area, as well as electronic claims settings
Master Lists
The Master List section is used to create common data lists that can be accessed and maintained throughout the PerfectByte Program. This is where you would setup lists of Insurance Companies and CDT Codes for example. You should enter information in to the Master List area in order to streamline you data entry.
General Settings > Master Lists
Allergies and Medical Conditions: By creating this reference list you can quickly select this information in the patient information screen and access it from the patient information, EasyView or when scheduling an appointment for this patient. Click Insert to add a new Medical Condition, enter a code and
description; as well as selection a Condition Type: either MEDICAL CONDITION or ALLERGY. Click OK to save your work. Custom Applications: PerfectByte offers custom options for reports, interfaces, etc. This is the area where those customs would be set up. Please contact support if you are interested in having something custom written for your office. Employers: You can create a list of employers for selecting on the patient demographic screen. Enter name and contact information as well as information pertinent to employees of this company for reference.
Master Lists > Employers
Fee Schedules are used to group particular insurances together that have common reasonable and customary fees. For example you can group all the BCBS carriers together OR if you wish you can just enter SELF PAY and INS as your fee schedules. Click Insert to enter a fee schedule; enter a code and description, then Click OK to save your work. Insurance Companies: The trial contains a listing of common insurance companies and codes. You can enter new insurance company information as applicable. Click Insert to add a new insurance company and complete applicable fields; click OK to save your work. You can also modify an existing insurance company by clicking Change, or delete an insurance company by clicking the insurance company to select it and then clicking Delete. You can also Print a
Label for a particular insurance company by highlighting the desired insurance company and clicking Print Label. [NOTE: Label printing requires a DYMO label printer]
Master Lists > Insurance Companies
Insurance Types: are used when submitting claims on the CMS/HCFA-1500 form. You can complete the information in this area as applicable. We have entered the default Insurance Types used on the CMS/HCFA form for you so you should not have to enter additional codes or change the existing codes in this area. Patient status codes: can be used to indicate the different stages of a patients treatment and can be selected and modified in patient information. You can also apply colors to your status codes that will reflect on the main screen and on the EasyView screen for a selected patient. Click Insert to add a new status code, enter a code, and description and select a color [optional]; click OK to save your work. Click Change to modify an existing code, or Delete to remove a highlighted code. Places of Treatment: this is a required field on your ADA form. If your place of treatment is your office, please enter the information here. You can add additional places of treatment as applicable. Click Insert to add a new Place of Treatment, enter a place of treatment lookup code, complete all other applicable fields and click OK to save your work. Recall Types: Are used for quick selection when entering data for a patient who needs to return to the office. In addition, a default recall message can be associated with the recall type; which will translate to the recall cards. Click Insert to add a new Recall Type, enter a recall type description and default message [optional]. Click OK to save your work. Referral Sources: help you track where your clients heard about your practice. For example, the yellow pages or maybe a direct mailing you distributed in your area. [NOTE: Referring Doctors are tracked and maintained separately.]
PerfectByte User Guide Setting Up PerfectByte 11
Relationship Codes: are used when entering patient demographics information and designating the Primary and Secondary Billing Parties. These billing parties are the individuals who are responsible for a particular patients bill. For example: MOTHER, FATHER, STEP MOTHER, GRANDPARENT, ETC. Click Insert, Select the desired relationship code, Enter a description and click OK to save. Assistants: Assistant information can also be stored and utilized at the patient or visit level. Click Insert to enter a new assistant, enter a look up code and the name of the assistant. Click OK to save your work. Doctors: Click Insert to add your doctor and provider information; including practice information, address, phone# and provider IDs. You can also add supplemental ID numbers by insurance carrier by clicking Insert under Supplemental Doctor Number at the bottom of the screen. NOTE: If you are a group practice each doctor in the practice should be entered in to this area.
Master Lists > Doctors
You can also create a default header for use in with Prescription Writer, Click the Rx Module Information Tab and enter information as you would like to see it reflect on your prescriptions.
Master Lists > Doctors > Rx Module Information Tab
Referring Doctors: can be entered, to create a list of doctors who refer patients to you. This information is selected in patient information as a default for that patient and changed in the visit information if necessary. Click Insert to add a new referring doctor, complete applicable fields, name address, contact information and ID#s as applicable; click OK to save your work. You can also print an address label for a highlighted Referring Doctor by clicking Print Label. NOTE: Label printing requires DYMO label printer
Master Lists > Referring Doctors
Adjustment Types: You can create Adjustment Types for tracking different types of adjustments when making Adjustments on a visit. Click Insert to add a new adjustment type and enter a description.
Master Lists > Adjustment Types
Diagnosis Codes: A list of common Diagnosis codes has already been loaded in to your trial. You can Insert, Change or Delete these codes as applicable. You can access this list from the patients visit for quick and accurate data entry. Click Insert to add a new Diagnosis Code, enter the DX codes and Description. You can also select Display on Encounter Form to have a particular code print automatically on your customizable encounter forms.
Master Lists > Diagnosis Codes
Location Codes: Use this area to enter your individial office locations if you are a multi location practice. Procedure Codes: Some default CDT codes are preloaded in to the PerfectByte program. You can Insert, Change or Delete these codes as applicable to your practice. You will also enter your default fees for particular CDT code in this area. This area can also be used for creating other internal codes like REPAIRS, BAD CHECK, etc. You can identify a particular code as being either a charge or an adjustment so that it will accurately reflect on your reports. You can also tag particular codes that you want to print on the customizable encounter forms generated in your PerfectByte program.
Master Lists > Procedure Codes
Click Insert to enter a new CDT code, enter the CDT Code and DentiCAL Code [if applicable]. Enter a Description. Enter Default Units [if applicable] and a
Default Fee. You can set this code as a Charge, Adjustment, or Other using Code Type: [Adjustment would be used if this were a refund or discount code that you created for your own use]. Code Category: You can set code to BASIC, PREVENTATIVE, OR MAJOR to work in conjunction with different percentages that can be stored in your patient information based on their insurance coverage. Default POS and TOS: Enter a default Place of Service and Type of Service for this code if you utilize the HCFA-1500 [aka. CMS1500] If you only do billing on the ADA form this field is not applicable to you. Modifiers: Enter default modifiers for this code if applicable. This is only applicable if you are billing on the HCFA-1500, if you bill on the ADA form only you do not need to complete these fields. Prompt to Change Patients Status: By selecting this option when this code is used for a visit it will allow you to change the patients status. Print on Encounter Form: If you check this box the code will be added to your customized encounter form which can be printed from patient information, reports or the scheduler. Do not Print on Statements & Receipts: Since you can use the CDT master list to create internal codes for various uses in your office you may want to supress them from printing on the patients statements or receipts. By checking this box any transactions using this code will not print on the statement or walk out receipt. Do not Print on Insurance Forms: Since you can use the CDT master list to create internal codes for various uses in your office you may want to supress them from printing on the Insurance form. By checking this box any transactions using this code will not print on the ADA of HCFA form. Fee Schedules: To add additional default fees by fee schedule, click Insert under Fee Schedules, select the desired fee schedule and enter your Billed and Allowed fees, click OK to save your work. You can also select a customized document to print when this code is used on a , this will access visit. Select the Document Name using the look up folder you customized documents area, select the desired document and click Select. Click OK to save your work. Procedure Groups: can be created to speed up data entry even further. Click Insert to add a Procedure Group, enter a Code and Description and, select a default diagnosis code, if applicable. Then choose up to 12 Procedure codes as part of the group. This Procedure group can then be selected when entering a visit and will automatically complete it with the selected codes and prices making data entry quick and easy. Click OK to save your work.
Master Lists > Procedure Groups
Zip Codes: can also be entered as a list for quick accurate data entry in your patient information. Click Insert to add a Zip Code, enter Zip Code, City and State. Click OK to save your work.
Administration
Click Administration to access administrative default settings, including master password; default data fields; default messages for receipts, statements and recall cards; add your company logo; set up security clearance by user; enter your scheduler default settings and set up your electronic claims options. Click on Administration and General under Preferences to access General Options.
General
General Settings > Administration > General
General Defaults Treatment Note Methodology: Select the type of treatment note template you wish to use when entering this information for a patient. S.O.A.P [Subjective, Objective, Assessment, Plan] or PARTS [Problem, Assessment, Rx, Treatment, Strategy] Tooth Coding System: Select ADA or ANSII. ADA refers to the JP National Tooth Designation System which is the primary system used in the US. ANSII refers to JO International Standards Organization System which is generally used for electronic transmission. Run Instant Messenger: Set interoffice messaging system to open every time you open the program. Field Pre-Filling Automatically Create Account Number: Select this option to automatically general an account number when entering a new patient in to the program.
Default Fee Schedule: If applicable select a default fee schedule here by clicking on the look-up folder. This information will automatically populate in patient information when you add a new patient if selected here. Default Sex: Select a default sex here if your practice is primarily male or female. Default Zip Code: Select the most common zip code for the patients in your area. Default City: Enter the most common city for your patients. Default State: Enter the most common state for patient in your practice. Default Status: Select a default status, which will automatically complete the status field when entering a new patient. Default Place of Treatment: You can select a default place of treatment here to which will automatically complete the place of treatment field when entering a new visit. Default Treating Doctor: If applicable select the primary treating doctor here to automatically complete the Doctor field when entering a new patient. Default Billing Doctor: If applicable select the primary billing doctor here to automatically complete the Doctor field when entering a new patient. Default Referring Doctor: If most of your patients are coming from one referring doctor select that doctor here. Also, you have the option of supressing this information forward from the patient information screen to the visit by checking Do not Populate Referring Doctor on Visit; some doctors do not want to transmit this information electronically so this option is available. Default Assistant: Select a default assistance here to automatically complete this information when entering a new patient. Default Signature on File to Yes: If you generally accept assignment on claims select this option. This will not only default when entering a new patient but will then translate to their visits as well. Default Release of Info Indicator to Yes: If you generally get patients to sign a release of information form you may want to select this default setting. This will not only default when entering a new patient but will then translate to their visits as well. Default HIPAA Privacy Statement Received to Yes: If you generally have patients read and sign off on a HIPAA privacy statement for your practice, select this default option to automatically mark this as Yes when entering patient information. Insurance Form Defaults Default Form: Select the default form you wish to print your claims to ADA or HCFA/CMS form when creating a new visit. You can change this information on the visit as well is desired.
Show Inflated Fees on Insurance Form: Select this option when you wish to submit the Allowed fees [generally inflated] to the insurance companies while still only reporting the Billed fees on the visit and on the patients account. NOTE: you must have the inflated fee entered in the Allowed Fee field for the Procedure Code(s) desired. Printing Defaults Skip Print Preview: The program brings up a print preview each time you print. If you wish to bypass the print preview, select the skip option here. Do not print graphics on reports: Use this option to supress graphics on various reports. For example, by selecting this option the graphics for the Triple Receipt will not print thereby allowing you the option of using pre-printed receipts.
Messages
Enter default message to print on Recalls, Walkout Receipts, Statements, Treatment Plans, School Excuses and Appointment Cards.
Administration>- Messages
Recall Messages: Enter default message that will print on all patient recall cards. Treatment Plan Message: Enter a default message here that will print at the bottom of the Treatment Plan.
Print Signature and Date Line on Bottom of Treatment Plan: If you wish to have your billing parties sign the treatment plan printout you have the option of adding a signature line to this report. School Excuse Message: [1000 character limit] Enter a default message to print on school excuses. Appointment Card Message: [1000 character limit] Enter a default message that will print on appointment cards.
Security
Administration > Security
Select Security under Administration to set up your Master Password and Signin Authorization and add or edit existing user information and set up security clearance for users. Master Password: Enter an administrative password here. This will restrict access to the administrative settings area. Require Sign-in: By checking this option each user will be required to sign in using their user name and password. This also activates security clearance for users. See Users section for details.
Administration > Users > Clearance
Clearance: Highlight a user name and click Change, select desired levels of access for that user, Click OK to save your work. If you change information or add new user clearance, you must exit the program and re-open it in order for the changes to take effect. NOTE: Remember you will need to select Require Sign-in. In addition, only persons with Administrative clearance and knowledge of the Master Password can access User Clearance/Security. To add additional users to an individual computer you must first add those User accounts in Windows and log in to PerfectByte. Once you have done that you can log in to Windows with any user account but still access all users in PerfectByte. [Call support for more information] For all other User settings; General, Printers, Preferences and Interfacing please refer to My Settings.
Scheduler
Enter default settings for the PerfectByte Scheduler.
Administration > Scheduler
Scheduler Duration: This information will dictate what your scheduler will look like. You can set it to 15-minute increments, which is the most common setting OR you can set it to your most common appointment duration. Use Color Blocking for Openings: Check this option to enable color blocking. This is used to colorize different times of the day for specific reasons. You may wish to decide on this option once you have used the scheduler. You can always enable color blocking in the scheduler if you decide you like this option. Scheduler Start & End Times: Enter your start and end times for each day of the week. If you leave these fields blank they will automatically default to 8am to 5pm. If you are open at the same time every day you can click Set All to set every day to the same time OR set each day individually as applicable. Appointment Descriptions: You can enter appointment descriptions and apply color to further customize your scheduler. Click Insert to enter new appointment
description, enter description, duration and select color if desired. Click OK to save your work.
Administration > Scheduler > Appt Descriptions
Patient Flow Refresh Rate: You can also set the patient flow screen to fresh with changes by adjusting the refresh setting. 1,000 for every 1 second so for every 30 seconds for instance you would need to enter 3,000. Scheduler Refresh Rate: You can also set the scheduler screen to fresh with changes by adjusting the refresh setting. 1,000 for every 1 second so for every 30 seconds for instance you would need to enter 3,000. Shut of Tallying to Increase Speed: The tally feature which displays the number of appts per day in the mini calendar at the top left of the scheduler can be shut of if you have an older, slower network and want to increase efficiency.
Electronics
Administration > Electronics
The electronic settings will be completed by your selected clearinghouse. If you are sending Orthodontic Claims you will be using the ECF format and therefore only the field pertaining to ECF will apply. Contact your Clearinghouse vendor for assistance with all other settings.
Statements/Receipts
Administration > Statements/Receipts
Walkout Receipts: Enter a default message here that will print on every walkout receipt, printed from the visit screen. Credit Card Acceptance Message: This message will print on patient statements. I.e. Visa, Master Card, and American Express Accepted Credit Card Merchant ID and Merchant Reg Key: If you sign up for integrated credit card processing you will need to complete the information in these fields. Until these fields are completed, automated credit card fields and features throughout the program are not accessible. Do Not Print Next Payment Due on Walkout Receipt: By selecting this option, next payment due will not print on the Walkout Receipt.
Hide Credit Card Info on Walkout Receipt: will supress credit card acceptance information from the walkout receipt printed from the visit screen. Print DX Code on Statements and Receipts: This option is available and particularly useful if you are giving your patients a receipt that they can then submit to their insurance carrier. Print Doctor TIN and NPI on Statements and Receipts: Again an excellent option for receipts that are intended to be use to submit to ins ruance companies who will want this information. Pulls in the TIN and NPI number from the Doctor file in General Settings, Master Lists.
View Transaction Audit

The program keeps track of all changes, deletions and additions to the database and records them in the audit area. You can view or print reports as desired.
Administration > View Transaction Audit
Chart Labels
Administration > Advanced
The Advanced Options screen allows you to customize your chart labels. Try printing a label from the main screen first to see the default format before making any changes. You can print a chart label by highlighting a patient on the main screen, then click Actions for Highlighted Patient at the upper right of the main screen and drop down to Print, then Chart Label.
Logo
Enter your company logo to print on Recall cards.
Administration > Company Info
Logo: Select a logo here to print on your recall cards and photo composites. Using the look-up folder select the location and file name of your logo. NOTE: If your logo is in color it must be saved in RGB color. Also JPEG files work the best. Logo Width/Height: Your logo will display on this screen so that you can resize it to your liking.
Patient History
You can create a custom patient history form in this are that can be completed and stored for each patient.
Administration > Patient History
Click Insert to add a new patient history item to the form.
Administration > Patient History > Insert
Group: You can organize your patient history form in to sections by selecting group headings to categorize like items. [i.e. General, Family History, Social History, etc.] Field Type: You have 5 field types you can select from Check, Drop List, Entry, Line or Text. The table below shows an example of each option.
Administration > Patient History > Field Examples
Check can be used to acknowledge a simple answer. For instance, you can create alist of diseases and ask them to check any applicable diseases. Droplists can be created by selecting that option and enter drop list items separated by a pipe characther | on your keyboard [shift backslash]
Administration > Patient History > Field Examples > Droplists
Entry gives you a single line for simple answers to questions like Date of Birth, Emergency Contact etc. Line is a graphical separator line that can be used to visually separate certain items such as questionnaire groupings etc. Text is used in response to a question allowing a patient to elaborate on their answer, up to 255 characthers. Move up or down in order within the Group: Using the buttons located at the bottom of the patient history form, you can select move up or down options to resort any questions contains in your patient history template. In the Patient History example below you can see how these field options allow you to construct your patient history form. NOTE: The Patient History is run from the Main Screen, highlight the patient, click on Actions for Highlighted Patient in the upper right corner and drop down to Patient History.
Administration > Patient History > Field Examples > Example Patient History
Letterhead
You can create your own letterhead which can be triggered for all letters in the program.
Administration > Letterhead
There are two methods for creating your letterhead. 1. Use a graphic that you create with your logo and text already placed on the graphic. Click Insert Picture, browse for the location and select. a. Suggested 300DPI, dimensions 7in X 1in. Try inserting the graphic with and without the option to Scale Image to Fit insert checked to see which produces the best quality. Generally the best method is to bring
the image in full scale and then dragging the corners of the graphic in manually to resize. 2. The second option is to use the mini word processing tools at the top of the screen to create your letterhead. NOTE: To check your letterhead results, you can select a patient from the main screen, click Actions for Highlighted Patient in the upper right, drop down to Documents. Youll see a check box to Print Document with Letterhead make sure that box is checked. Now, click insert, select a letter, save and print.
View Documents
Click View Documents to access the custom letter writer. This is where you will create Welcome letters and custom Payment Plan Contracts [if applicable]. You can Create a new document, modify an existing document or delete a document by selecting these options in the task pane to the left of the screen on using the buttons on the right. Click Create New Document to begin.
View Documents > Create New Document
Type your letter and add data Tokens, located in the list to the right; by double clicking to insert data fields that you would like to automatically complete in your form letter. You can also Click the Diag, Doctor or Refer buttons at the bottom right to access lists of Diagnosis codes, Doctors and Referring Physician and select them to automatically complete the letter with the chosen information. Enter a Letter Name and Type and Click OK to save this letter. These letters can now be accessed and printed from Patient Information, Actions for Highlighted Patient on the main screen or from the EasyView section in PerfectByte. Spell Check: If you have MS word you can utilize the spell check feature which launches the MS word Spelling and Grammer checking utility and reviews your letter for errors. NOTE: Types include Welcome, Statement, Checkout, Contract, Telephony. If you select Welcome letter as your type to automatically print this letter from the Patient Information screen.
Chapter 3 Entering Patients
Overview Patient Information

Entering patients is simple once you have established your default settings in the My Settings and General Settings. With patients entered you can sort them by Name, Account#, Social Security#, Primary Billing Party or Nickname on the main screen using the tabs above the name list. Just start typing for easy look up; you will see what you are typing appear in the blue center area on the main screen in green. TIP: You can tab to advance from field to field, point and click with your mouse or use a combination of alt and the ( _ ) letter to select options. [I.e. alt and A will take you to Add Patient.]
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Entering Patients
Click Add Patient from the Task Pane on the left side of the main screen of PerfectByte to add a patient.
Entering Patients
General Patient Information Patient Info

Salutation, LastName, FirstName, MI Generation, Nick Name: Type the patients name and use the drop list for Salutation and Generation if applicable. Note: If you need to change the name once it has been entered, click change name under Actions in the Task Pane and make the desired changes. Copy Patient: If another family member has already been entered in to the PerfectByte system you can copy their information over to the current patient. By doing this you will save yourself repetitive data entry. The copy function pulls in address, phone numbers, email, billing party and insurance information from the
36 Entering Patients
selected patient. Click Copy Patient, highlight the patient to copy and click Select.
Address: Enter patients mailing address. Use Zip code look up folder to select zip code if applicable. The patients statements will go to this address if they are their own billing party. Phone Numbers: Enter home, work and cell phone numbers. Email: Enter the contact email for the patient. Date of Birth: Enter patient date of birth. Marital Status: Enter patients marital status. Single, Married, Divorced or Other. Sex: Enter the patients sex, Male or Female, by clicking on the appropriate bullet.
Patient Defaults
Entering Patients Patient Defaults
Defaults: This information pulls directly from the Default section in General Settings Administration, Defaults or can be entered for each patient individually. We recommend that you complete the default section of General Settings to speed up your data entry. Patient Details: You can enter an account number or allow the system to generate one for you. Enter the SS# is desired for look up on the main screen of PerfectByte.
Entering Patients 37
NOTE: Since the SS# is not always the insurance policy number you will need to enter the policy information in the insurance section. Patient Status: Enter the patient status or set all new entries to a specific status under General Settings, Administration, Defaults.
Billing Parties
Billing Parties refers to the person or persons who are responsible for the final balance on account for the patient. The billing party can be the patient, parent, guardian or other. Primary Billing Party: If the primary Billing party is the patient this field will be prefilled with the patients name, no selection is necessary. If other than patient; click the look-up folder to the right of Primary Billing Party and select from the list. If the primary billing party is not already in the selection list, click Insert to add.
Entering Patients > Billing Parties
Enter the Primary Billing Party Name and click Same as Patient if the address is the same as the patients address. This will copy the patients address to the billing party information.
Add the Primary Billing Party information as applicable and click OK to save your work. Now from the Billing Party list highlight their name and click select to choose this as the primary billing party for this patient. Repeat the above steps for Secondary Billing Party.
Insurance Information
You can enter Primary, Secondary and Tertiary information here as well as enter and track Deductibles and Maximum Allowables.
Entering Patients> Insurance Information
Click Insert to add an insurance company for this patient.
Entering Patients> Insurance Information
Sequence: Primary, Secondary, or Tertiary will automatically be completed for you. However, you can change this if necessary.
Ins Code: Select the insurance company from the look-up folder . This will refer to the Insurance Master List. Select the desired insurance company here. If you need to add the insurance company click Insert and complete applicable fields. Once the insurance company has been selected, enter the patients Policy Number and Group Number if applicable. Relationship: Select relationship to patient. At this point you will have the opportunity to copy over the Primary or Secondary Billing Party Information if applicable. This will automatically complete the Insured Information fields from the billing party information. Insured Info [if not the same as patient]: If this was not automatically completed by selecting the billing party, manually enter last name, first name and MI as well as Address, Phone#, Date of Birth, Sex of the insured, Marital Status and Work Status. Insured Employer Info: If this information was not automatically completed by selecting the billing party then manually enter the Name, Address, etc. for the insureds employer. Note: You can enter any notes specific to this patients insurance, policy provisions etc. Default Co-Pay Amount: You can enter a dollar amount to automatically split out the patients responsibility when entering charges. NOTE: If you enter a default amount it will overwrite any %s you enter. Default Co-Pay %: Enter a default % here to split out the patients responsibility for charges that are not designated as Basic, Major or Preventative. CDT codes that are not designated in any of the three categories will be split by this default %. Basic/Major/Preventative Co-Pay %: Enter co-pay percentages for each type of CDT category to split the patients responsibility out appropriately when entering charges. NOTE: You must set up your CDT codes and select one of the three Code Categories for this option to work. Deductibles: Enter the annual deductible amount for this ins company in Deductible Amount. You can also enter any Applied Other; which is any part of the ded which was met elsewhere [i.e. another doctor, etc.] As you enter payments and apply any amount to the deductible it will automatically tally in the Applied to Date and Total Applied fields. Select a Deductible Type; Calendar Year, Fiscal Year or Lifetime and enter the date range as applicable. Maximum Amounts: Enter the annual Maximum Allowable amount for this ins company in Max Allowed Amount. You can also enter any Applied Other; which is any part of the max which was met elsewhere [i.e. another doctor, etc.] As you enter payments it will automatically tally in the Applied to Date and Total Applied fields for this insurance company. Select a Max Type; Calendar Year, Fiscal Year or Lifetime and enter the date range as applicable. To
recalculate applied mamimums click , this will calculate all payment made by the selected insurance company for visits for the date range applicable to the maximum limitation. Click OK to save the information for this insurance company. Repeat the above steps for Secondary and Tertiary Insurance data if applicable. Once insurance information has been added you can preview the Insurance Information on the right side of the patient information screen.
Entering Patients> Insurance Information Preview Screen
Patient Employer/School
Select Status: Employed, Part-Time, Full-Time Student, Part-Time Student or Unknown. Then select an employer from the Employer Master List to complete the Name, Address and Phone#. NOTE: It is suggested that you insert new employers in to the master list area for future use; however you can also enter employer information manually.
Misc.
Entering Patients > Misc.
The Misc. tab allows you to enter Additional Employer Information, with phone#. Check off permission to bill subscribers credit card; Subscriber Authorized to Bill Credit Card Monthly. NOTE: For patients on payment plans you can run the Financial Report of Payments Due from Payment Plans and filter only patients with credit card authorization to utilize this feature. Select a Referral Source if other than the referring physician. This is good for tracking patients coming from a particular source, like the yellow pages or a direct mailer you send out in your area OR from a particular patient. Click the look-up folder to select Referral Source OR Click Select Patient to choose a patient from the list.
Prescriptions
Prescriptions can be accessed from several locations: From inside the patient demographics screen located in the Task Pane on the left of the patient screen, under Clinical select Prescriptions. From the Main Screen, Click Actions for Highlighted Patient and select Prescriptions. From EasyView, on the main screen, left side Task Pane, Click EasyView and the select Prescriptions on the left.
NOTE: The Easyview screen can also be accessed from the scheduler by right clicking an appointment and selecting Display EasyView.
Easyview > Clinical > Prescriptions
Click on Setups in the menu item above to create your default lists of Providers, Drugs, Strengths and Pharmacies Enter a New prescription by clicking Create Script.
Easyview > Clinical > Prescriptions > Create Script
Doctor Code: Select the appropriate Doctor using the look-up folder [this will auto fill if a default doctor is already selected in patient information] Date: Enter the date the prescription is being written; will default to todays date which can be changed if necessary. Drug Code: Select the desired drug from the Drug List. If the applicable drug is not listed, click Insert to add it to the list.
PT Extra > Prescriptions > Add Drug Record
Enter a Drug Code to represent the drug, Drug Name as you want it to print on the prescription, Drug Type for categorizing [i.e. Antibiotic, Pain Medication, etc.] Default Strength, Dispensed and # of Refills which you can be changed for a particular patient if necessary. Enter Directions and any special Notes [which will print on the prescription]. Once you have the proper medication for this patient entered your Drug List, highlight it and Click Select. Change any applicable fields to customize this prescription for the specific patient. Enter Pharmacy information if applicable. [Select from your Pharmacy Master List] You also have the option to mark the prescription as Discontinued at any time and enter a reason which will display on the previous drug list screen for this patient. NOTE: The printed prescription header with the Doctors Name, address, DEA# etc. pull from General Settings, Master Lists, Doctors; where you will find a tab called Rx Module Information. Enter the information you would like to print on your prescriptions in this area. Once all applicable information is entered for this patients prescription click OK to save your work. This prescription is now saved as part of their patient record. You can Print Highlighted Prescription as desired. You can also print the patients entire Prescription History by date range. Click Close to exit prescriptions for this patient. NOTE: Pharmacy Lists and Drug Lists can be printed from Reports, Master List Reports.
Treatment Plans
Treatment Plans can be accessed from several locations: From inside the patient demographics screen located in the Task Pane on the left of the patient screen, under PT Extras select Treatment Plans. From the Main Screen, Click Actions for Highlighted Patient and select Treatment Plans. From EasyView, on the main screen, left side Task Pane, Click EasyView and the select Treatment Plans on the left. NOTE: The Easyview screen can also be accessed from the scheduler by right clicking an appointment and selecting Display EasyView.
Click Treatment Plans in the Task Pane on the left side of the Patient Information screen to access and create Treatment Plans for this patient.
PT Extra > Treatment Plans
All existing treatment plans for the selected patient will be listed here. To create a new treatment plan, click New Treatment Plan.
PT Extra > Treatment Plans > New Treatment Plan
Enter a Plan Type to define this Treatment Plan and a Plan Name to further customize this Treatment Plan for the individual patient. Note: Enter a note to further outline your treatment plan for this patient. Plan Date: Enter the date you wish to print on the treatment plan report. Default Category: You can Select Preferred or Required to categorize a particular Treatment Plan or leave set to ALL. Doctor: Select the Billing Doctor and Treating Doctor. Add Procedure: Click add procedure to begin building the content of your treatment plan.
PT Extra > Treatment Plans > Add Procedure
Procedure Code: Select a Procedure code as part of this treatment plan. Quantity: Enter the number of times is repeated for a particular date of service. Amount: this represents the total charge for this CDT code. Ins Amount and Pt Amount should automatically complete based on your default settings. If this does not occur just enter the proper amounts manually. NOTE: The Ins + Patient amount must = the amount [total]. Category: You can categorize this procedure as being Preferred or Required as part of this treatment plan. These categories will help you break down options for the patients. This information will print on a treatment plan that you can present to the patient. NOTE: You can add additional Categories for your treatment plans by clicking Treatment Plan Categories on the initial treatment plan screen. Click OK to save this code and charge to your treatment plan. Repeat this procedure until you have added all the procedures you wish to be on this treatment plan. Add Procedure Group: If you have any procedures that you always do ina group such as records or a particular treatment plan that you always do based on the patients classification you can add those procedures all at one using the Add Procedure Group option. Highlighted Record Actions: You can put the procedures in a different order and show/hide the charges to customize the plan even further. Once your treatment plan is complete you can print it and present it to your patients by clicking Print Plan. Click Close to exit the Treatment Plan screen.
Notes
Notes can be accessed from several locations: From inside the patient demographics screen located in the Task Pane on the left of the patient screen, under PT Extras select Notes. From the Main Screen, Click Actions for Highlighted Patient and select Notes. From EasyView, on the main screen, left side Task Pane, Click EasyView and the select Notes on the left. NOTE: The Easyview screen can also be accessed from the scheduler by right clicking an appointment and selecting Display EasyView.
PT Extra > Notes
Notes can be added to this patients permanent record by click on Notes in the task pane to the left of the patient information screen. The notes area can be used for capturing specific information about this patient, including tracking phone calls from this patient. You can enter Patient, Treatment, Visit or Procedure Notes from this screen as well as viewing Outbound referral notes. Click Insert to add a new note. Who Entered: is automatically completed based on the user information for this computer. Enter the Date and Time of the note of different than default, which is current date and time. Type in the content of your note and click OK. You can also Lock this note from being changed by checking the Lock This Note option at the bottom of the screen.
PT Extra > Notes > Insert
You can Insert additional notes, Change or Delete existing notes [if note is not locked] and Print notes. Click Close to exit Notes.
Recalls
Recalls can be accessed from several locations: From inside the patient demographics screen located in the Task Pane on the left of the patient screen, under PT Extras select Recalls. From the Main Screen, Click Actions for Highlighted Patient and select Recalls. From EasyView, on the main screen, left side Task Pane, Click EasyView and the select Recalls on the left. NOTE: The Easyview screen can also be accessed from the scheduler by right clicking an appointment and selecting Display EasyView.
PT Extra > Recalls
Click Insert to add a new recall. Recall Date: Enter the date you wish to have the patient return to the office. Doctor Code: Select the doctor the patient will be seeing using the look up folder . Recall Reason: You can type a recall reason in this field or select from Recall Types or Proc Codes. Click to the appropriate look up folder to access the Recall Type and Procedure Codes lists. This is a Recurring Recall: If this is a recall that you wish to recur check this box and enter the number of months to each recurrance and the start date for those recurring. Now when you enter appointments for this patient you will be notified that there are recalls associated with the patient. At that time it will allow you to connect those recalls to the appointment. NOTE: If the patient is a No Show for their appointment; the recall will be reactivated automatically. The check box This Recall was not Kept will be checked off. You can enter a Note for this recall to print on your recall cards. To disable a recall click the box to check Disable This Recall. Click OK to save your work. Click Close to exit the Recall screen.
Medical Conditions and Alerts

Medical Conditions and Alerts can be accessed from several locations: From inside the patient demographics screen located in the Task Pane on the left of the patient screen, under PT Extras select Medical Conditions. From the Main Screen, Click Actions for Highlighted Patient and select Alerts and Medical Conditions. From EasyView, on the main screen, left side Task Pane, Click EasyView and the select the Medical Conditions button at the bottom of the screen. NOTE: The Easyview screen can also be accessed from the scheduler by right clicking an appointment and selecting Display EasyView.
PT Extra > Medical Conditions
Medical Conditions can be added for this patient by clicking on Medical Conditions in the task pane to the left of the patient information screen. Click Insert to add a Medical Condition. Condition Code: Click on the look up folder to access you list of conditions and allergies. Click Insert to add a new condition. Create a Condition Code to represent this condition, enter a Condition Description and Select a Condition Type [Medical Condition or Allergy]
PT Extra > Medical Conditions > List
NOTE: Once you create a list of conditions you can access this list for every patient to streamline your data entry. Highlight the appropriate medical condition for this patient and click Select. Enter a start and end date for this condition if applicable and modify the description if necessary. Click OK to save this Medical Condition for the patient. You can select as many Medical Condition as needed in this section. When youre finished, click Close to exit the Medical Conditions screen. Once this data is entered for a particular patient; Medical Conditions can be accessed from here as well as from the EasyView section of the program or the Scheduler.
Xtra Contacts
PT Extra > Xtra Contacts
Extra Contacts can be added for a patient by clicking on Xtra Contacts in the task pane to the left of the patient information screen. Click Insert to enter a new contact. You can also Change or Delete contacts from this screen as desired. Contact Type: Select a contact type using the look up folder .
PT Extra > Xtra Contacts > Contact Types
Click Insert to add a new Contact Type. Enter the contact type name and select desired Data Formatting for contact information, either Text or Phone#. Click OK to save. Highlight and click Select to add as contact type. Then just enter the Contact Data [will reflect Contact Type name at this point], enter either text or phone# and the Optional Name; which should be the actual name of the contact person. Click OK to save this contact. Click Close to exit the Contact screen.
Pictures
Pictures can be accessed from several locations: From inside the patient demographics screen located in the Task Pane on the left of the patient screen, under Pictures select Show Pictures. From the Main Screen, Click Actions for Highlighted Patient and select Pictures. From EasyView, on the main screen, left side Task Pane, Click EasyView and the select Photos on the left. NOTE: The Easyview screen can also be accessed from the scheduler by right clicking an appointment and selecting Display EasyView.
Show Pictures Click Show Pictures in the Task Pane to the left of the screen under Photos to view and edit existing photos or add new photos for the selected patient.
Pictures > Show Pictures
VIEW Refresh: After making any changes, including additions, deletions and photo editing click Refresh to update this view. PICTURE OPTIONS Print Contact Sheet: This option prints all patient photos in storage for this patient. Patients name prints at the top and individual image file names print under each photo. Add Pictures/View Locations: This is the area where you will insert new photos or images and organize them. Click Add Pictures/View Locations, then click Insert to add a new photo/image. Browse and Select the File Location using the . Enter a Description for your image [i.e. patients name and look up folder photo description] Select an Attachment Type (optional).
Pictures > Add Pictures/View Locations
Composite Data: Select the Composite Phase and Composite Location for the image. This will translate to the Print Composite option which produces a photo composite in a standardized format with up to 8 images. Will print Doctor Information, Logo [if applicable], Date, Patients Name and Age. NOTE: You are allowed up to 5 phases for composite photo groups. Click OK to save your work. Click Make this picture the default pt photo to designate a particular photo to display on the main screen and in the EasyView section. Click Close when your work is completed.
Pictures > Add Pictures/View Locations > Make picture default
Scan Image allows you to launch an external scanner automatically and bring your image up in a photo editor for saving or modifying. Click Scan Image, highlight your scanner and click Select to launch.
Pictures > Scan Image
HIGHLIGHTED PICTURE Edit: Select a photo by highlighting it and click Edit. This will launch a photo editing screen where you can enlarge, rotate, brighten, etc. Review menu selections or hover over tool bar options to view the possibilities.
Print: This option will allow you to print an individual photo. ACTIONS Click Composite to print the preformatted photo composite, select the Phase and click Start.
Pictures > Actions > Composite
The photo composite consists of 8 images [Facial, Smile, Profile, Upper, Lower, Right, Frontal, and Left] and includes the patients Name, Age, Doctor information, logo [if applicable, and the date you printed the photo composite.
Pictures >Actions > Composite Sample
Click View Slideshow to view all patient photos in a slide show presentation. Open Imaging Utility allows you to access the photo/image editor as a stand alone. Photos can still be saved here and then add to the photos locations area. Click Close to exit the Photo area.
Help
Help can be accessed from the main screen in the menu selection at the top of the screen. Contents: Opens an online help system that is easy to navigate and emulates the printed manual. PDF Manual: Launches the product manual. Support Website: accesses the support section of the website which can be used for us to remote access into your computer. Click Email Support located under Help on the left side of the screen in the Task Pane area; to send an email to PerfectBytes friendly support staff. Be sure in to include your office contact information and return email in the From field for quick response.
Help > Email Support
Access PerfectBytes Support Website and download the latest update, review the latest program revisions etc.
Change Name
To change a patients name, click Change Name in the task pane located in the patient information screen; the following message will appear. Click OK and make the desired changes to the patients name. Then click OK to save your work; this will modify all the visits, and any other information connected with this patient.
Actions > Change Name
Welcome Packet
Click Print Welcome Packet to automatically print the form letter you created in General Settings, Documents; as your patient welcome letter. NOTE: Refer to General Settings Documents for instructions on how to create a welcome letter. Click OK to save this patients record and return to the main screen. The patient will now show in the list at the top of the main screen and their photo in the bottom right corner if added.
Actions for Highlighted Patient

From the main screen with a patient highlighted click Actions for Highlighted Patient to access; External Imaging Programs, Audit Trail, Ortho Charting, Documents, Email Patient, Lab/Xray Tracking, Medical Conditions, Managed Care, Notes, Outbound Referrals, Pictures, Prescriptions, Print Labels or Single Statements for patients, add Recalls, Scan a Document or Image, and access Treatment Plans by selecting Actions for Highlighted Patient in the upper right side of the main screen of PerfectByte.
This saves you from having to open the patient information screen to access this data.
Ortho Charting
Access the Ortho Chart to enter your Initial exam results and ongoing treatment notes for the selected patient.
Initial Exam Tab
EasyView > Ortho Chart > Initial Exam
Click on each description as you are doing your initial exam in the Chief Complaint, Arch Discrepany, Skeletal Findings, etc. columns. Then select your Angle Classifications and Occusal Wear markers as applicable. These selection will be saved for future reference. NOTE: You can customize your pick lists in the Set Preference Area.
Tx [Treatment] Chart
EasyView > Ortho Chart > Tx Chart
Click on the Tx Chart tab to enter your Band and Bond placements and to enter your chart notes for the day. You can track Elastic Locations and movement over time in the teeth graphics area. To place an elastic, click Elastics, select the elastics you are using [you can create your own pick list] click on the first tooth and then the connecting tooth or teeth for that one elastic, then click OK] Then click on Elastics again to place the second Elastic, Powerchain etc. Right click on a tooth to access, Visual Treatment Objective, IPR, Extraction, Missing and Impacted tooth graphics and more.
Click Insert under the Notes area to add a note for this patient. Enter Oral Hygiene, Patient Compliance, Overjet, Overbite, UAW, LAW, Todays Note, Next Visit Note and when you want the Next Appt scheduled for from the Note screen.
Click OK to save your Note. From the Menu selections at the top you can Print the patients Treatment Chart, Initial Exam, or an Extraction Request. Click Actions to access External Imaging, Documents, Lab/Xray Tracking, Medical Conditions, Notes, Outbound Referrals, Pictures, Prescriptions, Recalls, Scanning and Treatment Plans.
Click Close to save and exit the chart.
Email Patient
You can email a patient by highlighting their name on the main screen, Clicking Actions for Highlighted Patient located at the upper right of the main screen. Using the drop list select Email Patient. This will launch your email program [i.e. Outlook, Outlook Express etc.] You can also access patient email by right clicking on the patients scheduled appointment and selecting Email Patient; which opens an email to the patient with information about their scheduled appointment.
Email Patient
Chapter 4 Entering Visits
Overview Visit Information

Once you have entered patient information you can add visits quickly and easily. Use the Add Visit, Change Visit or Delete Visit in the task pane to the left of the main screen. From the visit screen you can post charges, create payment plans and payment, print your ADA forms or patient receipts, and add a Treatment Notes for a particular visit.
66 Chapter 4 PerfectByte User Guide
TIP: You can tab to advance from field to field, point and click with your mouse or use a combination of alt and the ( _ ) letter to select options. [i.e. alt and V will take you to Add Visit.]
Entering Visits
To create a new visit, click Add Visit in the task pane on the left side of the main screen. Or right click in the visit box at the bottom of the screen and select Add Visit. .
Entering Visits > Add Visit
A preview of the Patients Information appears on the left of the screen for easy review. Primary, Secondary, Tertiary Ins Code: These fields will automatically populate with the insurance information from patient information. However, if ins changes and resubmission to new ins is required you can change these by selecting the appropriate company using the lookup folder to the right of the field.
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Primary/Secondary Billing Party: This information also pulls from patient information. Treating Doctor: will pull in from patient information but can be modified by selecting another doctor using the look up folder . Billing Doctor: If the Billing doctor is different than the treating doctor you can make that selection here. Supervising Doctor: This area is almost exclusively used by oral surgeons or other specialties and orthodontists requiring claims to be submitted on the CMS1500. Referring Doctor: Pulls from patient information or a different referring doctor can be selected if applicable. Assistant: Select the assistant here or default will pull forward from the patient demographics screen. Fee Schedule will also pull from patient information and can be modified as applicable. Place of Treatment: Select the location where the treatment was rendered. Visit Date: On the right side of the screen Visit Date will display and will default to the date you are entering it. You can change this date if services were rendered on a different date. By changing this date as a first step all line item charges will then reflect that date. Statement of Actual Service: Mark appropriately for the claim you are submitting. Pre-Treatment estimate: Check this box if the visit you are creating is for Pretreatment estimate only. This will insure that the claim format is correct and that these charges do not appear on patient statements or your accounts receiveable until they are actually rendered. Medicaid Claim: If the claim is for a Medicaid patient check the box here. Pre-Authorization #: If a pre-authorization number is required for this claim enter that information in this field. Epsdt: If this claims is eligible as a well child or EPSDT claims then check this box as applicable. Signature on File: Refers to the patients approval for release of private health information if requested by the insurance carrier. This can be set as a default in General Settings, Administration, Defaults and will pull then from the patient information screen to the visit. However you can change this as necessary. Accept Assignment: Authorizes payment of the claim directly to the provider of service. Again this is a default that can be set up in General Settings,
68 Entering Visits
Administration, Defaults which pulls in to the patient information and then to the visit but can be changed as necessary. First Visit Date of Current: Enter the date of the first visit for the current condition. Is Treatment Result of: Accident, Auto, Employment, Neither. Select if applicable and enter State if Auto accident. Record the Date of accident by clicking on the Results Description Date State button. Form Type: Select appropriate form type for printing, ADA forms, HCFA-1500 or DentiCAL forms. Designation for orthodontic treatment and initial placement date as well as treatment months remaining are located in the blue tab area to the right of the visit screen. You can also indicate Enclosures of Radiographs and Models as applicable.
Entering Visits > Add Visit > Ortho
Current Responsible: Which is above the OK and cancel button on the lower right side of the screen displays the person or insurance company code that is currently responsible for the balance. Denti-CAL Info: Check any applicable Denti-CAL fields.
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If you select Form Type: DCAL for Dentical Claims an additional tab will appear where you can enter DentiCAL specific information.
Entering Charges
Click Add Item to enter a charge.
Entering Visits > Charges > Add Item
Date of Service: Will automatically pull from the Visit Date field. You can change this if the date of service is different.
70 Entering Visits
Procedure Code: Enter the appropriate Procedure code for this service or select it using the look up folder . NOTE: Your Procedure code and price must be entered in to the Procedure Code Master List in order for prices to automatically pull forward for the selected service/Procedure. Or you can just enter charges manually as desired. Click the box to the right of the look up folder if you wish to access Procedure information directly from the scheduler for this date of service. Quantity: Select quantity as applicable. Amount: Should prefill from Procedure Master Lists for the fee schedule associated with this visit. If not you can manually enter it here. Be sure to split the Insurance balance and the patient balance accordingly. NOTE: Be certain that the Amount = Ins Amount + Patient Amount. Access calculator by clicking on the to the right of Patient Amount.
Click Extras to access and select a specific Doctor or Assistant for this CDT code [will default to doctor and assistant already selected for this visit so you only need to change if applicable for this particular service] and check the Date Entered, Primary Billing Party or Override Description of Service, if necessary. You can also supress this charge from print on either the Insurance form or patient statements by selection checking Do not print on Insurance Forms or Do not print on Statements at the bottom of the screen.
Entering Visits > Add Item > Extras
Click OK to save your work. Add additional Charges by clicking Add Item again until you have entered all services fort his visit. NOTE: This is an optional area, you do not have to click on Extras since this data defaults from the visit; unless you need to modify it. You can also add charges from an existing Treatment Plan or a CDT Group.
Entering Visits 71
Add [Charges] from Treatment Plan

If you have already established a Treatment Plan for this patient and want to bring the charges in for that treatment plan, click Add from Trtmnt Plan.
Entering Visits > Add from Treatment Plan
Double click on the Procedure code(s) you wish to add this visit to Tag or click Tag ALL or Untag All to mark the procedures from the treatment plan with . Then Click Add Selected Charges to Visit to add these charges and prices to your visit.
Add [Charges] from Procedure Group

You can create Procedure Groups in General Settings Master lists of CDTs that are generally grouped together to streamline your data entry. Once the Procedure group is created, click Add Procedure Group.
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Entering Visits > Add Procedure Group
Highlight the appropriate Procedure Group from the list and click Select. Procedure codes and charges will automatically complete the visit.
Printing
Now that you have charges entered you can print a Walkout Receipt, Triple Receipt, ADA form Primary, Secondary or Tertiary.
Entering Visits > Printing
Walkout Receipt: This receipt prints the charge and payment history for this visit as well as the patients next appointment date. NOTE: You can also enter a message to print on every walk out receipt by enter that information in General Settings, Administration, Messages.
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Triple Receipt: This full color graphic receipt prints an appointment card for the patient next appointment date, a receipt of the last 5 payments made along with a school/work excuse. NOTE: You ca supress the graphics in General Settings, Administration, Messages, if you wish to use pre-printed triple receipts. ADA Forms: PerfectByte prints all current ADA formats, as well as DentiCAL and HCFA forms. You can print primary, secondary and tertiary forms as desired. NOTE: You can select the form type on the right side of the visit screen; or set up in the General Settings, Administration, Default area to automatically pull the correct form type in to all your visits.
Notes
You can enter Treatment Notes, Visit Notes, Patient Notes and Procedure Notes from the visit which can be accessed from various locations throughout the program.
Select the Type of note you would like to enter to view existing notes. Click the Treatment Notes button to access the notes area for entering new Treatment, Visit, or Patient notes. NOTE: Outbound referral and Chart notes can be viewed from this screen; however, must be entered from those specific areas of the program.
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Entering Visits > Notes
The screen will default to the last note type accessed by this station. However you can select other types of notes to enter by using the Note Type drop list. Once you have selected the Note Type you can Click Insert to enter new notes. You can lock this note from being modified by clicking the box Lock This Note Click OK to save your note. You can view Notes in two ways, regular notes view or EasyView by clicking the tab at the top of the notes screen. .
Chapter 5 Posting Payments
Overview Posting Payments
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Once you have visit(s) entered for a patient you can post payments using a variety of methods; individual patient or insurance payments or through a payment plan. Click Change Visit to enter in to the relative visit to post your payments. TIP: You can tab to advance from field to field, point and click with your mouse or use a combination of alt and the ( _ ) letter to select options. [i.e. alt and H will take you to Change Visit, on the highlighted visit.]
Patient Payments
Click Add PT Payment to enter a payment from the patient. [NOTE: this method should not be used if a payment plan is being used, see instructions under Payment Plan]
Posting Payments > Patient Payments
Step 1 Enter Payment Amount & Type
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Payment Method: Select by clicking the down arrow. If Check, Visa, MC, AMEX, DISCOVER or DEBIT are selected Check or Authorization number will be required. Payment Amount: Should default to the current patients balance. Change this amount if different. The payment amount should distribute automatically among the listed charges. However if the payment is not distributed correctly, double click under each Pay Amount until they are correct. NOTE: ALL Pay Amounts in this list MUST equal the Payment Amount at the top of the payment screen. If you get the following error your individual Pay Amounts will need to be corrected to equal the total Payment Amount.
Posting Payments > Patient Payments > Error
Step 2 - Optional Information: You can enter a Note for this payment, change the Payment Date if other than default, which is date entered, and change the Paid By source by clicking on the look up folder to select another Billing Party. Click OK to save this payment.
Insurance Payments
Click Add INS Payment to add an Insurance Payment.
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Posting Payments > Insurance Payments
Step 1 Choose Insurance that made the Payment Insurance Code: The Insurance Code should default to the Insurance company currently responsible for the balance. If it is not the correct insurance company for this payment, click the look up folder to select the appropriate company/code for this patient. Step 2 Enter Payment Amount & Type Payment Method: Select by clicking on the down arrow. We default insurance payments to Check but you can choose a different method if applicable. Check Number is required. Payment Amount: Should default to the current insurance balance. Change this amount if different. Continuation of Treatment: Continuation of Treatment installments can be set up for the insurance company you can select which installment payment you are applying the payment to and or apply a payment to the Insurance Downpayment. You can also click on View COT to review the payment history. Co-Ins: if the patient has a responsible copayment for the payment made enter that amount here. Or select the responsible part, secondary ins for instance. Deductible: Enter any amount being applied to the deductible and select who is responsible for it in order to transfer appropriately. NOTE: By entering a deductible amount in this area it will automatically be tallied as applied deductible for this insurance company in this patient's insurance information screen.
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Adjustment: Enter the amount of the adjustment and select an adjustment type. You can change the adjustment amount and type per lineitem if desired. The payment amount should distribute automatically among the listed charges. However if the payment is not distributed correctly, double click under each Pay Amount, Adjustment Amount etc. until they are correctly distributed. NOTE: ALL Pay Amounts in this list MUST equal the Payment Amount at the top of the payment screen. If you get the following error your individual Pay Amounts will need to be corrected to equal the total Payment Amount.
Posting Payments > Insurance Payments > Error
Optional Information You can enter a Note for this payment and/or change the Payment Date if other than default, which is date entered. You can also enter the Adjudication Date, which is the date the insurance company actually processed the claim. Click OK to save this payment. Finally for your records and tracking purposes, if the claim has been forwarded on to another insurance company you can check the box Claim Information has been forwarded to Supplemental Insuror.
Transfer
You can transfer a balance from the patient to the insurance company of visa versa. Click Transfer to begin.
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Posting Payments > Transfer
Step 1 Enter Transfer Amount and Transfer To Transfer Amount: This amount will default to the total balance due. If the amount is not correct you can modify it. Transfer From: Select the patient or insurance code you which to transfer the amount from using the drop down list . PATIENT will be listed along with any insurance companies associate with this patient and visit. Transfer To: Using the drop down list, select the insurance company or patient for the destination of the transfer. This is a Deductible Transfer: Check this box if the transfer is for a deductible. By doing this the transfer amount will automatically be tallied in the patients insurance information as applied deductible. Step 2 Verify Transfer Amounts for each Charge The transfer amount should distribute automatically among the listed charges. However if the transfer is not distributed correctly, double click under each Transfer Amount [third column] and make your corrections. NOTE: ALL Transfer Amounts in this list MUST equal the Transfer Amount at the top of the payment screen. If you get an error your individual Transfer Amounts will need to be corrected to equal the total Transfer Amount.
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You can also enter an Optional Note for this Transfer. Click OK to save your work.
Adjust
Click Adjust to make adjustments, writeoffs etc. on the visit.
Posting Payments > Adjust
Step 1 - Select the patient or insurance company that you wish to apply the adjustment to. Step 2 Enter the Adjustment Amount and Type. Step 3 You can make any changes to the lineitem charges if the adjustment distribution or types are different. Click OK to save.
Get Previous Credit
Click Get Previous Credit to bring forward past patient credits to this visit.
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Payment Plan
This option is only available to our Orthodontic and Enterprise users and is used to break up the patients balance into installment payments, print a payment plan contract, payment plan coupons and set up continuation of treatment billing for the insurance company. You can set up payment plans for separate billing parties as well. Click Payment Plan to begin. Add New Plan
Posting Payments > Payment Plan
To add a new payment plan click Add New Plan on the left side in the Task Pane.
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Posting Payments > Payment Plan > Add New Plan
Step 1 Add Pt & Ins Responsibilities General Details of this Payment Plan Billing Party Name: Payment plan will default to Primary Billing Party, but you can change this is necessary for this payment plan. Plan Description: This is an optional field if you wish to give this payment plan a title or description. Plan Start Date: This will default to todays date or date of entry. You can change this date if necessary. End Date: This is an optional field you can leave it blank or complete the rest of the payment plan options to determine when the payment plan end date will be. Step 2 Add Financial Criteria Financials Total Charges: This is the total balance for the bill. Patients Responsibility: The amount the patient will own in total. Pt Down Payment: Enter any down payment being made by the patient. When you complete the payment plan it will prompt you to post this amount to the visit.
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Step 3 Choose when to Pay Monthly Plan Details Payment is Due on the ___ day of each ___ month(s): Select the day of the month and in whether or not they are to be billed every month, two months, etc. Number of Payments: Enter the number of payments. Payments Start on: Enter the date the first payment is due. Coupon Start Number: Generally this is 1, however in cases where a new contract has to be created and you want to pick up where the last coupon number left off, you can change this number accordingly. Step 4 Calculate Payment Plan Calculate Payment Plan Click the Calculate Payment Plan Button to calculate the payment installments based on your selections. You can click Clear and change your selections and click Calculate Payment Plan until your installments are correct. Step 5 [Optional] Extra Options Round UP or DOWN all payments but the last one to: You can enter a specific amount to round the payment installments up or down. Enter the amount and Click to recalculate your payment plan. The balance will fall in to the last payment installment. Click OK to save this payment plan.
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Posting Payments > Payment Plan > Add New Plan > Calculated
If you completed the field for Patient Down Payment you will have the option to post that amount now.
Posting Payments > Payment Plan > Add New Plan > Posting Down Payment
Click Yes to post now or No if you wish to post this down payment at a later time. Complete the payment screen and click OK to post the payment. [This payment will be posted to the visit and you will see that once you exit the payment plan screen] NOTE: If you post only part of the down payment you can enter back in to the payment plan by clicking Change Highlighted Plan and entering the remaining amount under Current Balances: Patient Down Payment Balance. To delete a plan click Remove Plan.
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Posting Payments to a Payment Plan

To post a payment to the payment plan, highlight the Payment# you wish to apply the payment to and click Tag/Untag Highlighted, or double click the payment # to tag with . NOTE: If the payment exceeds a single payment installment, tag several payment numbers to encompass the payment received.
Posting Payments > Payment Plan > Payment Posting
Then click Post Payment(s) to Tagged.
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Posting Payments > Payment Plan > Payment Posting > Post Payment to Tagged
Step 1 Enter Payment Amount & Type Payment Method: Select by clicking on the down arrow. If Check, Visa, MC, or AMEX are selected Check or Authorization number will be required. Payment Amount: Should default depending on the number of payment installments you tagged. Change this amount if different. The payment amount should distribute automatically among the listed charges. However if the payment is not distributed correctly, double click under each Pay Amount until they are correct. NOTE: ALL Pay Amounts in this list MUST equal the Payment Amount at the top of the payment screen. If you get the following error your individual Pay Amounts will need to be corrected to equal the total Payment Amount.
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Posting Payments > Patient Payment Plan > Down Payment > Error
Step 2 - Optional Information: You can enter a Note for this payment, change the Payment Date if other than default, which is date entered, and change the Paid By source by clicking on the to select another Billing Party. look up folder Click OK to save this payment. The payment date and amount will now show on the payment plan screen along with the payment amount(s). You can also Post Charges to the plan to add ancillary fees such as broken bracket or lost retainer as well as late fees. In addition, you can Post Adjustments to selected installments to discount any amounts as desired. Use the Manual Override feature to correct any installment as necessary.
Actions
Printout: This will print out a list for the patient with the payment plan #s, due dates, amounts etc. Dot Matrix Coupons: This option will print to pre-printed dot matrix coupons that you can purchase from a print shop. Print Laser Coupons: This option allows you to print payment plan coupons to pre-printed laser coupons.
Documents
You can print a customize payment plan contract by using this feature. The contract will be completed with all the selected information from this patients payment plan. NOTE: Payment Plan contracts need to be created in General Settings, Documents and then selected here. Please refer to Chapter 2, View Documents for instructions. Click Documents to begin. Click Insert in the Task Pane to the left side of the screen.
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Actions > Documents
Click Pull from Current Letters at the bottom right corner of the document screen. Highlight your payment plan contract and click Select. Enter a Doc Description, in the space provided at the bottom of the screen. You may want to enter a description that identifies this contract for the particular patient. Click OK to save the contract. Once you click Print, the payment plan information will come in to the document, print and the contract will become a part of the patients permanent letter file for future reference. Click Close to exit the Documents screen.
Print Payplan Ledger

Click Print Payplan Ledger to print all payments by patient and insurance applied to this visit and payment plan.
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Help > Where to get coupons?
Help
Where to get coupons? You can order coupons from various other vendors as well.
Help > Where to get coupons?
Or click Visit TopformData.com to visit their website. Click Close to exit the payment plan screen. You will notice that any payments applied now reflect on the visit. Click OK to exit the visit and save your changes.
Continuation of Treatment
Click on Cont. of Treatment to input the insurance companies payment installment schedule and downpayment information.
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Click Add New Plan to create a COT schedule for your insurance company.
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Continuation of Treatment > Add New Plan
Step 1. Add Plan Information Insurance Company: Select the insurance company for this COT plan using the look up folder . Total Charges: Enter the total charge for the entire service. CDT Code: Enter the appropriate CDT code for your COT billing. Usually, D8670. Insurance Responsibility: Enter the total amount this insurance company is responsible for. Insurance Down Payment: Enter the downpayment amount that is the responsibility of this insurance company.
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Step 2. Choose When to Pay Select the Due Day of the month for 1 to 3 Months, for monthly or quarterly payments. Select the number of installments and the Payment Start date. If you do not want to manually bill for this COT because the insurance company automatically pays you monthly or quarterly, you can select that option here by clicking on Do Not Bill Ins Pays Automatically. Step 3. Calculate Payment Plan Click Calculate Payment Plan to calculate the installment payments based on the above criteria. Click Clear if you need to change your criteria and try again. Remarks: You can enter remarks for your COT billing by entering the information in the remarks field. This will print in the appropriate area on the ADA form. Click OK to save the COT plan. To print a COT form. Click and tag the desired month(s) and click Print Continuation of Treatment Form. NOTE: You can also print COT forms in a batch mode or submit them electronically. You can also print a report of the COT plan for the patients chart. Click Print COT Listing under Actions.
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Chapter 6
EasyView
The Easyview section is a great single point of entry to access patient information. You can view a patient overview, notes, demographics, account balance, recalls, photos, appointments and more This is a great screen for the doctor to have up in the exam room so that all the patient information is at their finger tips. Select EasyView from the main screen on the right side in the Task Pane to access the EasyView section.
Overview
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EasyView > Overview
Current Status: The patients current status shows at the top of this screen [if you have colors selected for your statuses the patients name will be in that color] Photo: The patients default photo will appear on this screen. Last Diagnosis: If you utilize diagnosis codes the patients last diagnosis will appear under current status. Outstanding Balance Due: Patient balance appears in red. Calculates Payment plan balances due now. Address: The patient address from the patient information screen will appear on the overview screen. Treatment Plan Progress: This shows the treatment plan progress and pulls from the Treatment Plan Info on the visit, Billing Tab, from and to date. Notes: Notes can be added from this screen. They are sorted from most current at the top backwards chronologically. You can add Patient Notes, Visit Notes, and Treatment Notes from this screen as well as view Procedure Notes, Outbound Referral Notes and OrthoChart Notes. Click on List View to view all the notes options. Medical Conditions and Allergies: The number of medical conditions and allergies, if any, will appear on the button at the bottom right of the screen. The
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button will also appear in red if medical conditions or allergies exist. Click the button to access this information. There is also a 30 character NOTE: on the bottom right of the screen, appearing in green, that pulls from patient information. This is used for a brief note on the patient in general; like hobbies, language spoken, etc.
Clinical Labs and Xrays
EasyView > Lab Xray
Click insert to add information on you outbound lab and xray requests so that you can track them in the scheduler for patients due in requiring these results and via Reports for an overall picture of pending requests.
Launch External Imaging

Launch your imaging interface directly from inside the EasyView section. Contact PerfectByte support to set this feature up in youre my Settings area.
Ortho Charting
Access the Ortho Chart to enter your Initial exam results and ongoing treatment notes for the selected patient.
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Initial Exam Tab
EasyView > Ortho Chart > Initial Exam
Click on each description as you are doing your initial exam in the Chief Complaint, Arch Discrepany, Skeletal Findings, etc. columns. Then select your Angle Classifications and Occusal Wear markers as applicable. These selection will be saved for future reference. NOTE: You can customize your pick lists in the Set Preference Area.
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Tx [Treatment] Chart
Click on the Tx Chart tab to enter your Band and Bond placements and to enter your chart notes for the day. You can track Elastic Locations and movement over time in the teeth graphics area. To place an elastic, click Elastics, select the elastics you are using [you can create your own pick list] click on the first tooth and then the connecting tooth or teeth for that one elastic, then click OK] Then click on Elastics again to place the second Elastic, Powerchain etc. Right click on a tooth to access, Visual Treatment Objective, IPR, Extraction, Missing and Impacted tooth graphics and more.
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Click Insert under the Notes area to add a note for this patient. Enter Oral Hygiene, Patient Compliance, Overjet, Overbite, UAW, LAW, Todays Note, Next Visit Note and when you want the Next Appt scheduled for from the Note screen.
Click OK to save your Note. From the Menu selections at the top you can Print the patients Treatment Chart, Initial Exam, or an Extraction Request. Click Actions to access External Imaging, Documents, Lab/Xray Tracking, Medical Conditions, Notes, Outbound Referrals, Pictures, Prescriptions, Recalls, Scanning and Treatment Plans.
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Click Close to save and exit the chart.
Notes
PT Extra > Notes
Notes can be added to this patients permanent record by click on Notes in the task pane to the left of the patient information screen. The notes area can be used for capturing specific information about this patient, including tracking phone calls from this patient. You can enter Patient, Treatment, Visit or Procedure Notes from this screen as well as viewing Outbound referral notes. Click Insert to add a new note. Who Entered: is automatically completed based on the user information for this computer. Enter the Date and Time of the note of different than default, which is current date and time. Type in the content of your note and click OK. You can also Lock this note from being changed by checking the Lock This Note option at the bottom of the screen.
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PT Extra > Notes > Insert
You can Insert additional notes, Change or Delete existing notes [if note is not locked] and Print notes. Click Close to exit Notes.
Prescriptions
Click Prescriptions to access the patient prescription writer. Please refer to Prescription in the Entering Patients - Patient Task Bar Pt Extras section of the manual for details on how to enter prescriptions.
Demographics Overview
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EasyView > Demographics > Overview
Click on Demographics in the task pane to the left of the screen to access patient information including address, billing party information, phone numbers, school information, age, date of birth and insurance information. To print this information, Click Print Selection under Print in the task pane to the left of the screen.
Account Balance
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EasyView > Account Balance
Click Account Balance in the task pane to the left of the EasyView screen to access Patient total Balance and Insurance total Balance and patient Balance Aging, as well as treatment start date. To print this information Click Print under Selection in the task pane to the left of the screen.
Documents
Click on Insert to create a new document for the selected patient.
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EasyView > Documents
At this point you can create a new letter by typing in text and adding data tokens on the right as desired OR you can click Pull from Current Letters, at the bottom right of the screen, to access the letters youve already created in General Settings Documents. [Please refer to General Settings Documents for instruction on how to create form letters]
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EasyView > Documents > Insert
When you click on Pull from Current Letters you will be able to select from the letter you have already created, this is a great time saver. Highlight the desired letter and click Select to bring this letter forward into the patient letter area.
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Figure 6.9 EasyView > Documents > Pull from Current Letters
Now type the Doc Description at the bottom of the screen and click OK to save the letter for this patient.
EasyView > Documents > Doc Description
Once the document/letter is saved, you can Print, Change or Delete as necessary. Click Close to exit the Documents area.
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Ledger
EasyView >Ledger
Click on Ledger in the task pane to the left of the EasyView screen to access a transaction ledger for the selected patient. The ledger is in entry date order and shows all charges, payments, adjustments and transfers that have taken place for all visits associated with the selected patient. To print this information Click Print under Selection in the task pane to the left of the screen.
Recalls
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PT Extra > Recalls
Click on Recalls in the task pane to the left of the patient information screen to enter recalls for this patient. Click Insert to add a new recall. Recall Date: Enter the date you wish to have the patient return to the office. Doctor Code: Select the doctor the patient will be seeing using the look up folder . Recall Reason: You can type a recall reason in this field or select from Recall Types or CDT Codes. Click to the appropriate look up folder to access the Recall Type and CDT Codes lists. This is a Recurring Recall: If this is a recall that you wish to recur check this box and enter the number of months to each recurrance and the start date for those recurring. Now when you enter appointments for this patient you will be notified that there are recalls associated with the patient. At that time it will allow you to connect those recalls to the appointment. If the patient was a No Show for their appointment then the recall will be reactivated. The check box This Recall was not Kept will be checked off. You can enter a Note for this recall to print on your recall cards. To disable a recall click the box to check Disable This Recall.
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Click OK to save your work. Click Close to exit the Recall screen.
Treatment Plans
Click Treatment Plans in the Task Pane on the left side of the Patient Information screen to access and create Treatment Plans for this patient.
PT Extra > Treatment Plans
All existing treatment plans for the selected patient will be listed here. To create a new treatment plan, click New Treatment Plan.
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PT Extra > Treatment Plans > New Treatment Plan
Enter a Plan Type to define this Treatment Plan and a Plan Name to further customize this Treatment Plan for the individual patient. Note: Enter a note to further outline your treatment plan for this patient. Plan Date: Enter the date you wish to print on the treatment plan report. Default Category: You can Select Preferred or Required to categorize a particular Treatment Plan or leave set to ALL. Doctor: Select the Billing Doctor and Treating Doctor. Add Procedure: Click add procedure to begin building the content of your treatment plan.
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PT Extra > Treatment Plans > Add Procedure
Procedure Code: Select a Procedure code as part of this treatment plan. Quantity: Enter the number of times is repeated for a particular date of service. Amount: this represents the total charge for this CDT code. Ins Amount and Pt Amount should automatically complete based on your default settings. If this does not occur just enter the proper amounts manually. NOTE: The Ins + Patient amount must = the amount [total]. Category: You can categorize this procedure as being Preferred or Required as part of this treatment plan. These categories will help you break down options for the patients. This information will print on a treatment plan that you can present to the patient. NOTE: You can add additional Categories for your treatment plans by clicking Treatment Plan Categories on the initial treatment plan screen. Click OK to save this code and charge to your treatment plan. Repeat this procedure until you have added all the procedures you wish to be on this treatment plan. Add Procedure Group: If you have any procedures that you always do ina group such as records or a particular treatment plan that you always do based on the patients classification you can add those procedures all at one using the Add Procedure Group option. Highlighted Record Actions: You can put the procedures in a different order and show/hide the charges to customize the plan even further. Once your treatment plan is complete you can print it and present it to your patients by clicking Print Plan. Click Close to exit the Treatment Plan screen.
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Photos
EasyView > Photos > View Photos
Please refer to Pictures in the Patient chapter for details about how to add and edit photos as well as creating photo composites.
Print
The Print option allowed you to print a Welcome Packet. Click the arrow to the right of Print, in the Task Pane on the left side of the EasyView screen, to expand the options. Then click Welcome Packet.
EasyView > Print
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Scheduling
View the selected patients Future Appointments and Appointment History from the EasyView section. You can also print this information. Highlight the selection and go to Selection Print, located in the Task Pane to the left of the EasyView screen. NOTE: Both view appointment options contain recall information that pulls from the patient individual recall file.
EasyView > Appointments
Chapter 7
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Billing
The Billing section of PerfectByte gives you the ability to print Insurance Forms, Continuation of Treatment Forms, Statements, submit Electronic Claims [if you purchased that option, Post Large Insurance Checks and Late Fees in a batch mode. Click on Billing in the menu selections at the top of the main screen to access these options.
Billing
Collections
The collections module allows you to work all your outstanding accounts from one simple screen. All contact information, balances and notes; with contact log and report capability. Its the perfect solution for all your collection needs. To access click on Billing from the menu on the main screen and select Collections.
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Collections Module
Filter outstanding balances by insurance carrier or patients responsible party. Print statement, labels or insurance form instantly for highlighted party. Access visits and patient information to make changes quickly and easily. Narrow in on AR by filtering by date range, dollar amount and/or visit status. Add Entry Log as you contact the patients and/or insurance companies which will filter out of the collections module temporarily based on the Date entered in Skip Visits that have contact entry on of before field. AR Snapshot gives you a complete preview of your outstanding balances.
Insurance Forms
Click Billing and Insurance Forms to access the batch option for printing your ADA Claims, Pre-Treatment Estimates and Continuation of Treatment forms. You can also generate CMS-1500 forms and DentiCAL claims.
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Billing > Insurance Forms > Step 1
Step 1 Select your Search Criteria and Choose Search

Select your criteria in step one and then click Search to view claims/visits that meet the selected criteria. Choose Type of Claim: Select the type(s) of claims you which to pull in to your batch. Claims, Pre-Treatment Estimates, Continuation of Treatment forms or ALL to pull all claim types into one batch. Re Print Forms even if they are already processed This option allows you to pull in claims that have already been processed in case you want to pull in claims again for resubmission. Only Select Claims with Insurance By checking this box you will insure that only claims with an insurance company get pulled in to the queue. Include Zero Balances: If you check this box you will also get claims with zero balances if you are submitting all visit for patients regardless of balance. Otherwise, only visits with an insurance balance will pull in to the queue. Choose Doctor Select an individual Doctor or ALL to pull in forms for all doctors.
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Insurance Code: If you wish to submit for a single insurance company select the appropriate code using the look up folder. or type ALL to pull in claims for all carriers. Select Date Range for Claims You can pull claims in by Date Entered or Visit Date. NOTE: Date Entered refers to the date in which the visit was entered in to PerfectByte, Visit Date refers to the Visit Date entered at the top right side of the particular visit; this is also the date that reflects on the main screen of PerfectByte Continuation of Treatment Options:
Pull in specific COT claims by selecting the status of Not Printed, Printed but not Paid, or Printed and Paid. Select ALL to pull in every COT between the selected date range regardless of status. NOTE: Using the criteria of Printed but not paid is a great way to filter through and resubmit claims that you have not yet been paid on but are overdue. Select the CDT code for your COT batch or leave as ALL to pull in every claim. Mark claims as processed when removing them from the list Yes will mark the claims as being processed, No will not mark the claims and Ask Me will just bring up a message asking you if you wish to mark them as processed. Example: If you are running a batch a second time due to printer problems for instance; you should mark this No so that the claims do not get marked twice as being processed. This information will display on the main screen of PerfectByte, highlight the patient and the visit and click on the Activity at a Glance tab on the highlighted visit. Click Search, in the Task Pane on the left side of the screen once you have selected your criteria and a list of patients and claims that meet your selected criteria will appear in Step 2.
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Billing > Insurance Forms > Step 2- Verify
Step 2 Verify that these are the Claims you wish to Process
You can preview the list of claims to process on the screen or click on Print Claims List Report in the Task Pane on the left side of the screen. Tag Options: After reviewing the list of claims to process you can tag and remove any claims that you do not wish to print at this time. Just click Tag/Untag to mark claims accordingly. [You can also double click on any claim to tag or untag it] This will place a check mark to the left of the claim. Once you have tagged the claims you wish to remove, click Removed Tagged either at the bottom of the screen or in the Task Pane.
Step 3 View List to Edit

Click View List to Edit in the Task Pane on the left of the screen to view any data entry errors prior to printing. This is an optional step but may help you find filing errors before they are submitted to the carrier. You can Expand and Contract this list as desired as you preview the errors.
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Billing > Insurance Forms > Step 3 > Edit
Step 4 Print Insurance Forms

Click Print Insurance Forms to print the visits listed in Step 2. You will be prompted with a message that states the process is not reversible. However, even though the claim forms will print regardless, they will not be marked as processed unless you have answered yes to that question in Step 1. NOTE: The claim form format that will be used is located in General Settings Administration Defaults; Default Form. Click Close to exit the Insurance Forms screen.
Statements
This is the area where you will generate and print statements to your patients.
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Billing >Statements > Step 1 > Select and Search
Step 1 Select you search criteria and click Search Button

Choose Doctor: Select the specific Doctor for the batch of statements you are generating or leave as ALL to pull statements for all doctors. Select Billing Cycle: This information is entered for each patient in the demographic area. Where Balances are Due Between: Set a date range for your statement query. You can advance the date to bill patients for the upcoming installments or back date the to date to only send statements for past due installments. Where each visit has a Minimum Balance of: This option is available in case you want to set a limit for minimum balances to print. For instance you may not want to generate a bill if there is only $1.00 or less as the balance. NOTE: If you leave the amount set to zero the system will generate statements for clients even if they have no balance. Print if there is an Insurance Balance: If you wish to send your patients' statements even if the insurance holds the entire balance, mark this option with a check. Otherwise leave blank to generate statement only if the patient has a balance. Skip Patients on Payment Plan: Use option to bill patients who are not on a payment plan ONLY. Leave unchecked to pull in all statements for patients will and without payment plans.
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Show all payments on Multiple Billing Party Visits: By selecting this option all payments regardless of billing party will appear on the patients statement. Remove Records with No Due Now Amount: Check this box if you do not want to send out statements that have a total balance but no Due Now amount. Skip if statement printed on or after: Enter a date MM/DD/YY to filter out statements printed on or after a particular date. [I.e. if you just printed statements last week, you may not want to pull in any of those statements] Leave this field blank to pull in ALL statements regardless of date last printed. Mark Statements as Printed when removing them from the list: YES, will add a line to the Activity at a Glance tab on the main screen of PerfectByte next to the visit tab with a line indicating a statement has been printed. NO, will not mark the Activity at a Glance area. ASK ME, will give you the option once the statements are printed to mark Activity at a Glance or not. Type of Statement: Select All Transactions, Balance Forward and New Items Since Last Statement or Open claims only for the statement content. Transaction Criteria: You can select the statement transaction list format to reflect, Insurance/Patient/Total or Charge/Payment/Running Balance. Print Next Appointment, Aging, Credit Card Payment box and/or Payment Notes from previous transactions. You can also select a starting Invoice Number for your statements. This number will automatically calculate upwards after each statement batch is run. Statement Message/Aging Messages: Enter a message for all statements being generated and or Aging Messages which will generate based on the balance aging for each statement. Set Printed Statement Date to be: This date will default to the last date that you printed statements. You can change the date as desired, most commonly the actual date you generated and printed the statements for mailing to your patients. Click Search to generate statements based on the above criteria.
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Step 2 View Statements to be Printed
Billing >Statements > Step 2 > View Statements to be Printed
Once the batch of statements is generated you can Print a List of the statements in the batch. OR review on the screen and Tag and remove any statements you do not wish to send. Once you tag the patient with a check mark you can click Remove Tagged to remove that statement from the queue. Click Print to print the statements and print Labels if necessary. NOTE: PerfectByte statements will fit perfectly in a #9 window envelope. Click Cancel to exit the statements area. At that time you will be prompted to Empty the Batch. This option is available in case you wish to come back to print the statements later or you need to work on the batch further and get distracted. Select No to leave the batch in queue and Yes to clear the batch.
Electronic Claims
Instructions for this area are provided when you enroll for this option.
Post Large Insurance Checks
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Billing >Post Large Insurance Checks
When you enter in to the Post Large Insurance Checks screen previously posted checks will appear as well as any checks that are in process but have not been posted. You can check the box to Show only unposted checks to narrow down the list if desired. Click Post New Check to add a check.
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Billing >Post Large Insurance Checks > Add New Check
Step 1 Select Check Details Ins Code: Using the lookup folder select the insurance company associate with the check you are posting. Check#: Enter the Check number Amount: Enter the amount of the entire check. Step 2 Select Patient and the appropriate Visit Click Add Payment to select the patient and visit associated with the check you are posting.
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Billing >Post Large Insurance Checks > Add Payment
Step 1 - Highlight the patient on the left and the visit on the right, click Use this visit. Step 2 enter the Payment Amount, Co-Ins, Resp [which is the party responsible for the balance], Deductable and any Adjustment Amount for this patient and visit. Enter an optional note if desired and click OK to add this payment. Repeat this step until all patients and visits for this check are entered, then click OK. Step 3 Post the Payments Once you have finished adding all the payments for the selected patients you can move on to Step 3
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Billing >Post Large Insurance Checks > Post the Payments
Click on Post the Payments to post all of the payments in this batch to the selected accounts. NOTE: You will not be able to access the Post Payment button until the Total check amount equals the total of the payments posted. Click Close to exit this screen Click Close again to exit the Post Large Insurance check screen.
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Late Fees
Billing >Late Fees
Click on Billing from the top of the main screen and select Post Late Fees to access the late fee module. Select your criteria for aging, patient status, doctor, Percentage and/or Flat Fee for your late fees. Then click on Search to create a list of late fees you are getting ready to apply; in View List to Verify. You can tag and remove any late fees that are incorrect. Then Print a report prior to posting for your records and Post under Actions in Step 3.
NOTE: Late fees are applied to payment plans based on due date. If there is no payment plan then the late fee is applied and to charges aged by visit date.
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Chapter 8 Reports
PerfectByte offers many selections for financial and practice analysis reports. Criteria choices give you the freedom to generate reports with data beneficial to your office. To access Reports click on reports located on the Task Pane to the left of the main screen or click Reports at the top of the main screen You can access any report by selecting the report category in the Task Pane on the left side of the screen and then selecting the report desired.
Daily Reports
Reports > Daily Reports
Daysheet
The Daysheet is isolated from the other financial reports since it is a single day report and should be accessible to your staff. Therefore, you can block access to more detailed financial data reports while still giving them availability to balance the days work.
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Reports > Financial Reports > Daysheet
The Daysheet runs by Entry Date and will produce a report of all charges and payment entered on a particular day. Select the Doctor or ALL, and enter the Date. Click Go to generate the report.
Figure 8.4 Reports > Financial Reports > Daysheet > Sample Report Format
Administrative Reports
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Reports > Administrative Reports
Patient Listing By Reports
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Reports > Administrative Reports > Patient Listing By
You can print reports or 3-Across Labels of various lists of patients by specific criteria. Sort/Filter Report By: Select patients by Account Number, Insurance Company, Birth Month, Fee Schedule, Date Entered, Zip Code or Referring Source. Enter related information in next field. For example, if you select Birth Month you will enter the month of birth for the patients you are trying to query for sending birthday cards. Doctor: Select a specific doctor or type ALL to pull all doctors in your practice. Status: You can select a single status, All statuses or all but excluded. Output Type: Select either Report or 3-Across Labels as you output type, then click Start.
Patients by Referring Source(s)
Reports > Administrative Reports > Patients by Referring Sources
Sort By: Referring Doctor/Referring Source Referring Doctor: Select the referring doctor or ALL to pull a report of all referring doctors.
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Treating Doctor: Select the treating doctor or ALL to pull a report of all treating doctors in your practice. Patient Status: Select a patient status for report by specific status or ALL for all statuses. Referral Source: This report will display the Referral Source, which is other than the referring doctor. Making a selection here will show only patients referred by that source or ALL for a report of all referral sources. Only include patients entered within a specific date range: Check this box if you want to limit the report to patient entered in to the system within a selected date range. Leave unchecked to pull ALL. Skip Blank Referring Doctors: You can leave out patients that were not referred by a particular doctor by checking off this selection. Show Summary Only: Shows total # of patient per referring doctor for easy reference. Click Go to generate the report.
Reports > Admin Reports > Patients by Referring Source > Sample Report Format
Patient Phone Book
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Reports > Administrative Reports > Patient Phone Book
Doctor: Select the specific Doctor or type ALL to pull patients for all doctors in your practice. Status: Select Patient Status or type ALL to pull patients by all statuses. Click Go to run the report.
Reports > Admin Reports > Patient Phone Book > Sample Report Format
Procedure Frequency Report
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Reports > Admin Reports > Procedure Frequency Report
Doctor: Select the specific doctor or type ALL to pull report for all doctors in your practice. Start/End Date: Select the date range for the report. Click Go to run the report. This report will show all Procedure codes and descriptions within the date range, the number of times the procedure was performed and that total charges for the procedure codes and a grand total of all procedures.
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Reports > Admin Reports > Procedure Freq Summary > Sample Report Format
Reports > Admin Reports > Procedure Freq Detail > Sample Report Format
Diagnosis Frequency Report
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Reports > Admin Reports > Diagnosis Freq Report
Doctor: Select the specific doctor or type ALL to pull report for all doctors in your practice. Start/End Date: Select the date range for the report. Click Go to run the report. This report will show all diagnosis code and descriptions used on visits between the date range selected and the number of times used.
Reports > Admin Reports > Diagnosis Freq Detail > Sample Report Format
Patients in Pre-treatment Estimate Phase
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Reports > Admin Reports > Pre-Treatment Estimate Phase
Doctor: Select the specific doctor or type ALL to pull report for all doctors in your practice. Start/End Date: Select the date range for the report. Click Go to run the report. This report will pull all patients with visits in the Pre-Treatment estimate phase and will show treatment date and total amount pending.
Reports > Admin Reports > Pre-Treatment Est > Sample Report Format
New Patient Mailing Labels Laser
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Reports > Admin Reports > New Patient Mailing Labels
Doctor: Select the specific doctor or type ALL to pull report for all doctors in your practice. Date: Enter a date range to pull labels for patients entered in to PerfectByte during the date range selected. Type of Laser Label: Select Two Across or Three Across labels and click Go to generate your labels.
Responsible Party Mailing Labels

Print labels for all of your patients by responsible party name. Use this report for printing labels for the entire family during the holidays etc. Select from two or three across label format.
Outbound Referrals
Track patients who are referred out to other doctors for services. This information can be entered and accessed from Actions for Highlighted Patient on the main screen.
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Reports > Admin Reports > Outbound Referrals
Reports > Admin Reports > Outbound Referrals > Sample Report Format
Managed Care Authorizations

This information is entered and access for each patient by clickin on Actions for Highlighted Patient on the main screen. This report will help you keep track of open authorizations and the number of authorizations available for each patient by their insurance carrier.
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Reports > Admin Reports > Managed Care Authorizations
Reports > Admin Reports > Managed Care Authorizations > Sample Report Format
Lab/Xray Tracking Report

Lab/Xray information can be added and accessed from Actions for Highlighted Patient on the main screen of the program or from Easyview.
Reports > Admin Reports > Lab/Xray Tracking Report > Sample Report Format
NOTE: You can also run this report for specific appointment days. IN the scheduler, go to Reports and Appointments with Labs/Xrays and select your date range.
Master List Reports
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These reports require little to no criteria and print lists of the information located in your master list area.
Zip Codes Diagnosis Codes Insurance Companies Fee Schedules Referring Doctors > List or labels Places of Treatment CDT Codes Procedure Codes with Prices
Financial Reports
The reports screen will automatically default to Financial Reports.
Reports > Financial Reports
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Deposit Slip
Reports > Financial Reports > Deposit Slip
The deposit slip runs by Entry Date which is the computer date when the payments are posted. Doctor: Select the doctor by using the lookup folder or type in ALL to run the deposit slip for all doctors in you practice. Start Date End Date: Enter a date range for your deposit slip. Remember this is the date the payments were entered. Click Go to generate the Deposit Slip.
Reports > Financial Reports > Deposit Slip > Sample Report Format
Payments Due from Payment Plan
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Reports > Financial Reports > Payments Due from Payment Plan
Find Payments Between: Enter a date range to search for payments due and/or payments made between the dates entered. Doctor: Select the doctor using the look up folder or type ALL to pull payments due for all doctors. Show Authorized for Credit Card Billing Only: Check this option to pull a list of payments due only for patients who have given you permission to use their credit card. NOTE: You can set up individual patients who authorize you to use their credit card in Patient Information, in the Misc tab. Show ones with Payments Due Only: Check this box to only pull payments that are due. If you leave this box unchecked you will see all payments made and payments due for patient on payment plans. Click Go to generate the report.
Reports > Financial Reports > Payments Due from Payment Plan > Sample Report Format
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Daily Charge and Payment Summary
Reports > Financial Reports > Daily Charge and Payment Summary
The Daily Charge and Payment Summary generates a summary of your daysheet totals between two dates. Select the Doctor or ALL and a date range. Click Go to generate the report.
Figure 8.8 Reports > Financial Reports > Daily Charge and Payment Summary > Sample Report Format
Income Reports
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Reports > Financial Reports > Income Reports
Billing Doctor: Select the billing doctor using the lookup folder or type ALL to pull report for all doctors in your practice. Treating Doctor: Select the billing doctor using the lookup folder or type ALL to pull report for all doctors in your practice. Sort Report Data By: You can sort the report in several different orders by: DOS [Date of Service], Entry Date, Responsibility, Name or Payment Type. Date Type: You can also designate the date range as by DOS [Date of Service] or Entry; which is the computer date at the time the payment was entered. Start Date/End Date: Enter a date range for your report based on the Date Type selected. Include Adjustments: Check this option if you wish to include adjustments on the report. NOTE: You can designate certain CDT codes as Adjustment Codes so that they will be categorized appropriately on reports containing adjustment information. Click Go to generate the report.
Reports > Financial Reports > Income Reports > Sample Report Format
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Charge Reports
Reports > Financial Reports > Charges Reports
Billing Doctor: Select the doctor using the lookup folder or type ALL to pull report for all doctors in your practice. Treating Doctor: Select the doctor using the lookup folder or type ALL to pull report for all doctors in your practice. Sort Report Data By: You can sort the report in several different orders by: DOS [Date of Service], Entry Date, Responsibility, Name or CDT Code. Date Type: You can also designate the date range as by DOS [Date of Service] or Entry; which is the computer date at the time the payment was entered. Show Adjustments and Discounts: Check this option if you wish to include adjustments and discounts/write offs on the report. NOTE: You can designate certain CDT codes as Adjustment Codes so that they will be categorized appropriately on reports containing adjustment information. Click Go to generate the report. The report will show Patients Name, CDT code, Resp Ins, Date Entered, Date of Service [DOS], Total Charge, Patient Resp, Ins Resp and Allowed Amount.
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Reports > Financial Reports > Charges Reports > Sample Report Format
Receivables Reports
Reports > Financial Reports > Receivables Reports
Doctor: Select the doctor using the look up folder or type ALL to pull outstanding balances for all doctors within your practice. Sort Report Data By: You can sort the report in several different orders by: DOS [Date of Service], Entry date, Responsibility, Name, Ins Balance or Patient Balance. NOTE: All balances will show on this report. The sort options arrange the report in different orders. Therefore, if you select insurance balance as your sort; you will still see patient balances. However, the insurance balances will be grouped in order by the carrier name. Do not Subtotal: The report defaults to subtotal by your selected sort order. Click this option to eliminate subtotaling by your sort order. The report will subtotal by default with a Grand Total at the bottom.
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Patient Status: Select a specific patient status to show on the report OR ALL to pull patients by all statuses. Click Go to generate the report.
Reports > Financial Reports > Receivables Reports > Sample Report Format
Aging Report
Reports > Financial Reports > Aging Report
This is an excellent report to use for collections because it allows you to see which balances have aged less than 30, 31-60, 61-90, 91-120, 121-150 and over 150 days; so that you have the option to work on collecting older balance first. Billing Doctor: Select the doctor by using the lookup folder or type ALL to pull the report for all doctors in your practice.
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Treating Doctor: Select the doctor by using the lookup folder or type ALL to pull the report for all doctors in your practice. Type of Balance: Report allows you to run aging by either Patient or Insurance Balances. Sort Report Data By: You can sort your report in order by DOS [Date of Service], Entry date, Responsibility, Name, Ins Balance or Patient Balance. NOTE: All balances will show on this report. The sort options arrange the report in different orders. Therefore, if you select insurance balance as your sort; you will still see patient balances. However, the insurance balances will be grouped in order by the carrier name. Age According to: Select the aging criteria Patient Aging =
Insurance Aging =
NOTE: Payment plans and COTs are always aged based on due date. Include Credits: Click this option if you wish to include credit balances on your report. Age By: You can age the account balances by Visit Date, Treatment Start Date or Last Payment Due Date. Click Go to generate the report.
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Reports > Financial Reports > Aging Report > Sample Report Format
Adjustment Reports
The adjustment report helps you keep track of the types of adjustments you are doing and for how much, subtotaled by adjustment type.
Reports > Financial Reports > Adjustment Report
Reports > Financial Reports > Adjustment Report > Sample Format
Month to Date/Year to Date

Track income, charge and adjustment progress over the year, broken down by month.
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Reports > MTD-YTD
Reports > MTD-YTD > Sample Report Format
Referring Doctor Frequency

This report will show you the total number of referrals and revenue per referring physician.
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Reports > Financial Reports > Referring Physician Frequency Report
Referring Doctor: Select the referring doctor or ALL to pull a report of all referring doctors. Treating Doctor: Select the treating doctor or ALL to pull a report of all treating doctors in your practice. Patient Status: Select a patient status for report by specific status or ALL for all statuses. Referral Source: This report will display the Referral Source, which is other than the referring doctor. Making a selection here will show only patients referred by that source or ALL for a report of all referral sources. Procedure Code: You can select a specific procedure code for the report or ALL to pull all charges regardless of procedure code. Date Range: Enter the visit dates you wish to include in this report. Skip Blank Referring Doctors: You can leave out patients that were not referred by a particular doctor by checking off this selection. Show Summary Only: Shows total # of patient and income projections per referring doctor for easy reference. Click Go to generate the report.
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Reports > Patient Reps > Referring Doctor Frequency Report > Sample Report Format
Claims Not Submitted

This is an excellent report to run to make sure that all claims have been submitted for a certain date range. This report will display visits and Continuation of Treatment claims.
Reports > Financial Reports > Claims Not Submitted
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Reports > Patient Reps > Claims Not Submitted > Sample Report Format
Claims Submitted
Run this report as a record of all claims submitted and also to filter out claims that were submitted but have not been paid yet by checking the option to Exclude Paid Claims.
Reports > Financial Reports > Claims Submitted
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Reports > Patient Reps > Claims Submitted > Sample Report Format
Patient Reports
To access Patient Reports click on the Task Pane on the left side of the screen.
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Reports > Patient Reports
Patient List Report

This report is just an alphabetical list of all your patients and the grand total number of patient registered in you program. Select you printer and then the report will generate.
Reports > Patient Reports > Patient List Report > Sample Report Format
Patient Status Report
Reports > Patient Reports > Patient Status Report
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Select a specific Doctor or type ALL to pull patients by all doctors. Select a Status by using the lookup folder or type ALL to pull a report for all statuses.
Reports > Patient Reports > Patient Status Report > Sample Report Format
Patient Recalls
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Reports > Patient Reports > Patient Recalls
Using the PerfectByte Patient Recall module you can search for appts or visits between two dates as well as searching for individually created recalls. You can also designate certain procedures as recallable. [See General Settings, Master Lists, CDT Codes]
Step 1 Select your Search Criteria and Click Search

What: Select either Existing Recalls, Any Appointment, Last Visit or All Patients in the What field; then enter a start and end date for Last Visit or Any Appointment query. [I.e. if you want to pull in all patients that had an appointment 3 months enter that date range.]
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Reports > Patient Reports > Patient Recalls > Existing Recalls
EXISTING RECALLS By selection this option you will be querying all existing recalls and recurring recalls. Recall Category: You can select Recurring, One Time recalls or ALL. Recall Type: Select a particular Recall Type from you list of recall reasons or type ALL to pull in all recalls regardless of reason. Start/End Date: Enter a date range for searching for your recalls. Appointment Status: Select No Appt, Appt Made or Appt not Kept to further filter your recalls or type ALL to pull in recalls for all patient between the selected dates. Doctor: Select the appropriate Doctor associated with the recalls you are working or type ALL for all doctors. Message: Type a message to print on all recall cards if desired.
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Do not print recall reason: You can select not to print the patients recall reason on the recall cards by checking this box. Click Search to run the recall query.
Reports > Patient Reports > Patient Recalls > Any Appointment
ANY APPOINTMENT Use this option to search for any appointment made between two dates for patients with a specific status. You can also include existing recalls by checking the option Include Patients with Recalls Already Created and entering the desired criteria. Click Search when you are ready to run the recall query off your selected criteria.
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Reports > Patient Reports > Patient Recalls > Last Visit
LAST VISIT Selection this option to query the patients visits for a particular CDT code or only recallable CDT codes. Start/End Date: Enter the date range for your search. CDT Code: Select a CDT Code or type ALL to pull all CDT codes. Specific Patient Status: Select a patient status to pull in only patients by a desired status type. Only Choose Procedures that are Recallable in the CDT List: Check this option to filter through all CDT codes and only pull recalls for visits created for patients using CDT codes that have been designated as Recallable. Only Show Patients with no Future Appointments: Check this option to only pull in patient with no future appointments.
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You can also include existing recalls by checking the option Include Patients with Recalls Already Created and entering the desired criteria. Click Search when you are ready to run the recall query off your selected criteria.
Reports > Patient Reports > Patient Recalls > All Patients
ALL PATIENTS This option is excellent for searching for all patients with a particular status that have no future appointments. Click Search when you are ready to run the recall query off your selected criteria.
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Step 2 Verify Recalls and Print

Once you have your criteria selected in Step 1, click Search to run the recall query.
Reports > Patient Reports > Patient Recalls > Step 2
You can review the contents of the recall query on the screen or print a report. Tag: You can tag and remove any recalls that you do not wish to print by using the Tag/Untag, Tag All, Untag All buttons at the bottom of the screen, or just double click on the recall(s) you wish to remove and then click Remove Tagged to take them out of the recall query. View Notes: Click this button at the bottom of the screen to access patient notes in order to document you recall calls or for any other reason including reviewing existing patient notes. View Recall: Click this button to access the recalls for this patient. This is useful if you want to see all existing recalls or even to edit a recall or set it to disable to remove it from future recall queries. Column Descriptions
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Created From: Shows you how the recall was determined, by Procedure, Existing Recall or Appointment. Patients Name: Patients name is displayed. Recall Date: Displays the recall date for existing recalls created manually. Trigger Proc: Shows the procedure used in the query to find the recall. Last Visit: Shows the last visit date used in the query. Trigger Appt: If you search by Any Appointment under Date selection the appointment date that was found that met the criteria selected will display. Next Appt: Shows the next appointment on the scheduler for this patient so that you can decide if you still need to send a recall card to this patient. Age, Doctor, Phone, Recall Reason: If you scroll to the right you will see this additional information related to the recalls found in the query.
Print: Once you are certain all the recalls are valid and ready to print you can click the down arrow under Print to select Report, 2-Across Labels, 3-Across Labels or Recall cards. Click the print button once you have made your selection. Click Close to exit the Recall Report screen. You can clear the batch or leave it if you are still working on it and come back to print the recalls card etc. at a later time.
Batch Print Encounter Forms
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Reports > Patient Reports > Batch Print Encounter Forms
Date Range from Scheduler:
Reports > Batch Print Encounter Forms > By Schedule Date
Enter the date range for the appointments you are trying to pull encounter forms for and select your doctor or type ALL to pull in patients appointments for all doctors in your practice. Click OK to process. This will bring all patients with appointments within the date range select and put them in the right side of the encounter form list.
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Step 1: You can also add patient individually. If you choose to do that, then enter a date to print on all your encounter forms. Step 2: Type the patients name on the left to search for a particular patient, highlight a patient on the left and click add to add them to the list. To remove patients from the list, highlight the patient on the right and click remove. Once the list is created and reviewed click Print Encounter Forms located at the top left of the screen. NOTE: Encounter forms are created and customized by designating CDT codes and Diagnosis Codes to print on encounter forms in the in Master List CDT and Diagnosis codes area.
Charts and Graphs

These reports give you a graphical overview of Patients by Age, Referring Doctor, Sex, Status, and Ins. Click on the desired report to run.
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Reports > Charts and Graphs > Patients by Age
Reports > Charts and Graphs > Patients by Referring Doctor
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Reports > Charts and Graphs > Patients by Sex
Reports > Charts and Graphs > Patients by Status
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Reports > Charts and Graphs > Patients by Ins Percent
Financial Charts
Charges/Payments by Month
This report shows a graph of charges vs. payments for the current year by month.
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Reports > Financial Charts > Charges/Payments by Month
NOTE: You can right click on graphs to select a different graph type if desired to view line graph for instance instead of bar graph.
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Chapter 9 Scheduler
The PerfectByte Scheduler allows you to access and select patients directly from the PerfectByte billing software and offers many selections for printing your scheduler. You can set up unlimited columns to represent your resources or exam rooms and use colors for appt types. To access the Scheduler click Jump To: Scheduler in the Task Pane to the left side of the main PerfectByte screen. Some initial setup is required and can be accessed from the Settings at the top of the schedule, select Administration then Scheduler.
Scheduler
Initial Setup
Enter default settings for the PerfectByte Scheduler. Click on Settings at the top of the screen in the menu selections, go to Administration and then Scheduler.
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Administration > Scheduler
Scheduler Duration: This information will dictate what your scheduler will look like. You can set it to 15-minute increments, which is the most common setting OR you can set it to your most common appointment duration. Use Color Blocking for Openings: Check this option to enable color blocking. This is used to colorize different times of the day for specific reasons. You may wish to decide on this option once you have used the scheduler. You can always enable color blocking in the scheduler if you decide you like this option. Scheduler Start & End Times: Enter your start and end times for each day of the week. If you leave these fields blank they will automatically default to 8am to 5pm. If you are open at the same time every day you can click Set All to set every day to the same time OR set each day individually as applicable. Appointment Descriptions: You can enter appointment descriptions and apply color to further customize your scheduler. Click Insert to enter new appointment description, enter description, duration and select color if desired. Click OK to save your work.
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Administration > Scheduler > Appt Descriptions
Patient Flow Refresh Rate: You can also set the patient flow screen to fresh with changes by adjusting the refresh setting. 100 for every 1 second so for every 30 seconds for instance you would need to enter 3,000.
Appointment Descriptions
Click Appointment Descriptions to access and create a list of appointment types and apply a default duration and color if desired.
Scheduler > Initial Setup > Appointment Descriptions
Click Insert to add a new Appointment Description.
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Figure 9.3 Scheduler > Initial Setup > Appointment Descriptions > Insert New
Appointment Description: Type in a name for your appointment type. Duration: Enter a default duration for this appt or use the up/down arrows to select. Color: Click Choose color and select from the color palate. Click OK to save your work. You can Insert, Change and Delete as desired from this screen to customize your appt list. You can also access this list from within the scheduler to modify it at any time. Click Close to exit Appointment Descriptions, OK to exit the Scheduler setup screen and Close to return to the main screen of PerfectByte.
Scheduler General
From the main screen of PerfectByte, click Jump to: Scheduler from the Task Pane on the left of the screen. If this is your first time in to the schedule you will receive the following warning. Click OK to allow the system to automatically create 5 columns/resources for you in your scheduler. NOTE: You can modify these columns to meet your scheduling needs once you have access to the scheduler.
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Scheduler > General > Resource Warning 1
You will then receive a message stating that the process is complete and that you can modify these resources as you see fit from Lists, Resources in the scheduler.
Scheduler > General > Resource Warning 2
Click OK to this message and enter in to the scheduler. You will not receive this message the next time you enter the schedule.
Overview
The scheduler will open full screen and default to todays date and the daily view.
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Scheduler > General > Overview
You will notice a calendar at the top left for quick navigation from day to day. Click on any day to view the desired days appointments. In addition this calendar will show the number of patients scheduled for each day so that you can quickly review days where appts might be available. You have a variety of Scheduler Views to choose from. Daily, Weekly, view by Resource, or Full Screen. Click on the different options available to you under View on the left side of the screen in the Task Pane. The preferred view is the daily view. You can navigate to different days by selecting the day in the calendar above, or using Date Select on the left side of the screen in the Task Pane to move quickly to a desired day. To add an appointment double click on any time slot, in any column; OR click Add Appt at the middle right of the screen. Complete the appointment screen, select the patients name and click OK. Once a patient is added you can see general information about their appointment and an alert regarding any known Medical Conditions or Allergies. You can right click on any appointment to change that status of the appointment or to Display the Easyview section for a quick review of the patients information.
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Adding an Appointment
To add an appointment, double click on a time slot OR click Add Appt at the middle top right of the screen.
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Scheduler > General > Adding an Appointment
Resource Code: The resource code will default to the column/chair in which you are adding the appointment. Date/Time: These fields will also default based on the date and time where you are adding this appointment. Duration: The duration will pull from your default setting in General Settings, Administration, Scheduler. You can change this if necessary. OR when you select an Appointment Description from the list as described below the duration will complete with the default for that particular appt description. Name: Click on the look up folder existing patients and click Select. and select the patients name for your list of
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Scheduler > General > Adding an Appointment > Select Patient
If this is a new patient click you can click Add Patient and enter the patient in to your database. NOTE: You can enter all patient demographics for this patient or minimal information. The patient information screen only requires that you enter the Patients Name, Date of Birth and Sex. Click OK to add this patient to your list and click Select to add them to this appointment. If the patient select has a known Allergy or Medical Condition an alert will appear allowing you to access that information.
Scheduler > General > Adding an Appt > Select Patient > Medical Alert
Desc of Appt: You can manually type in the description of the appointment or select an Appt Description or Procedure code from the lists.
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Click Appointment Descriptions to access a list of appointments with applied default durations and colors.
Scheduler > General > Adding an Appointment > Appointment Descriptions
Click Select to choose the appropriate description. You can also Insert, Change and Delete appt descriptions from this screen.
Procedure Codes
You can also select a specific Procedure code as your appointment description, instead of an Appointment Description. Click Procedure Codes to access your Procedure code Master List.
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Scheduler > General > Adding an Appointment > Procedure Codes
Click Select to choose the appropriate Procedure code for this appointment.
Scheduler > General > Adding an Appointment > Misc.
Phone: The phone number for the selected patient will automatically complete in this field.
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Note: Enter any special notes on this patient in the field provided. Labwork: If applicable set Labwork status to: Here, Pickup, Required or Not Required. Type of Entry: At the upper center of the screen you will notice a Type of Entry option. This will default to Appointment. However you can change this to Meeting, Lunch, Other or Reminder so that you can schedule appointments other than patient appointments. NOTE: If you select anything other than Appointment it will not count as a patient on the front screen in the calendar. Therefore, you can be assured that misc appointments are not inflating your patient count for the day. Click OK to save the appointment. You will notice that the appointment information will show at the top right of the screen when the patients appointment is highlighted. Appointments and recalls If you schedule an appointment for a patient that has a recall assigned to them you will get the following message and be giving the opportunity to connect the appointment to that recall.
Scheduler > Appointments and Recalls
Click Yes to attach the appointment to the recall.
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Scheduler > Appointments and Recalls > Attach Recalls
Double click the desired recall(s) to Tag them with a check, then click Close to save. NOTE: By attaching recalls to appointments you will insure that when running your recall list that patients that are already scheduled will be filtered out appropriately.
Rescheduling Drag/Drop
You can drag and drop appointments from one column to another and even drag them to another day by moving them up to the Drag/Drop to Reschedule field at the top of the screen.
Scheduler > General > Adding an Appointment > Drag Drop to Reschedule
Drag the patient from the schedule below, drop them in the Drag/Drop to Reschedule field. Go to the desired day and then drag and drop the patient in the time slot of your choice.
Actions for Appointment

You can right click on any appointment to select Actions for that patient/appointment to Mark Appt as Confirmed, Display the EasyView Screen, set the Appointment Status, Vew all Appointments for the selected patient, View Medical Conditions, and Print an Appointment Slip and School/Work Excuse.
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EasyView
You can access the EasyView section for a selected patient by right clicking on the appointment and selecting an action from the list. Select Display EasyView to launch the EasyView section of the program for the selected patient.
Scheduler > Actions > Display EasyView
You can see patients account balance, due now, photos and launch any imaging interfaces available with PerfectByte from EasyView.
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Scheduler > Actions > EasyView Screen
Appointment Slip
You can print an Appointment label to place on the back of your business card or prescription pad as a patient Appointment Card. Just right click on the appointment and select print appointment slip. Prints to DYMO label printer. Label size: 1 1/8 X 3 1/2.
Scheduler > Actions > Print Appt Slip (DYMO)
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School/Work Excuse
You can print a School/Work excuse label to place on the back of your business card or prescription pad for the patient showing Name, Appointment Date and Time, Duration and Please excuse patient from work or school for this appt. Just right click on the appointment and select Excuse Slip. Prints to DYMO label printer. Label size: 1 1/8 X 3 1/2.
Scheduler > Actions > Print Excuse Slip (DYMO)
View Labs/Xrays
Right click appointment to select this option to view all labs requested for this patient.
Scheduler > Actions > View Labs/Xrays
You can also run an overall report of all patients for an appointment range to insure that all labs/xrays are completed prior to their appt. Click on Reports, Appts with Lab/Xrays and select a date range.
Email Patient
Right click on any patient in the scheduler and the program will launch your email application [i.e. Outlook] Email address pulls from the patient information screen.
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Email will prefill with appt information and can be sent as an appointment confirmation.
Scheduler > Actions > Email
Recurring Appointments
You can set up recurring appointments for patients or us this type of appointment to block off times of the day when you do not wish appointments to be scheduled such as lunch. You do this in much the same way as adding a regular appointment. Double click on the time slot you wish to enter this recurring appointment for.
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Scheduler > General > Recurring Appointments
Select the patient or type in LUNCH for the Name. Make sure you select Type of Entry at the top center of this screen and set it to lunch, meeting or whatever is appropriate for this recurring appt. NOTE: Its a good idea to create an Appointment Type for Lunch thereby giving it a color designation and default duration. Click Appt Descriptions, Insert and add lunch with desired color. Click Select to choose that description. Now click on the Recurring tab at the top of the screen.
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Scheduler > General > Recurring Appointments > Recurring Tab
You can select how often you would like the recurring appointment to repeat. Daily, Weekly, Monthly etc. You can set it to a particular day(s) of the week, day of the month, or everyday. You can also designate when you would like this recurring appointment to stop, or mark always for no end date. Click OK to save this recurring appointment.
Scheduler Reports
You can access scheduler reports from two locations; the Task Pane on the left of the main scheduler screen or from the drop menu at the top of the scheduler.
Print Schedule
From the Task Pane you have access to several different scheduler printouts.
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Scheduler > Reports
List Style
Scheduler > Reports > List Style
This schedule report give you a list of all patient scheduled for the highlighted day regardless of column or resource. You get the start and end time, name, description and note for each patients appointment.
Appointment All Resources

You can print a single page appointment schedule and select up to 5 available fields which will print on the schedule as space is available. Select from Appointment Description, Appointment Note, Confirmation Date, Patient Phone number, and Appointment Status. You can also resize the height of the boxes to customize how it prints.
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Scheduler > Reports > Appts all Resources
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Scheduler > Reports > Appts All Resources > Sample Report
Single Resource
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Scheduler > Reports > Single Resource
The Single Resource report gives you one page per resource/column with more detail including the patients name, duration, appt description, phone number and note. It includes Appt Description color coding on the left.
Appointment Daysheet
The Appointment Daysheet can be accessed by clicking on Reports at the top of the screen and dropping down to Current Day Appointments and then Appointment Day Sheet.
This report is great for printing and having at the front desk and lists, Patients appt time, Name, Insurance Companies Primary and Secondary, Total Ins Balance, Total Patient Balance, Due now and you can select Notes for this
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report to pull from Appt Description, Appt Note, None or Patient Note, AND space is left available for writing in Payment Amounts and Payment method.
Scheduler > Reports > Appointments to Confirm > Sample Report Format
Appointment Confirmation Report

To access this report click on Reports in the drop menu at the top of the scheduler screen and go to Appointments to Confirm.
Scheduler > Reports > Appointments to Confirm
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Scheduler > Reports > Appointments to Confirm > Sample Report Format
This report contains all the detailed information needed to confirm appointments for the selected date range, including patients name, contact numbers including cell and work, appointment date and time, appointment description and notes and Last payment made on the account.
Status Report
Scheduler > Reports > Status Report
Use this report to check on patients in a particular status for instance NO SHOW patients. Doctor: Select the specific Doctor or type ALL to pull this report for all doctors in your practice. Start/End Date: Enter a start and end date. Status: Select a status from the drop list. Click Go to run the report.
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Scheduler > Reports > Status Report > Sample Report Format
Patient Flow
You can access the patient flow in two ways. From the main screen at the top there is a Patient Flow tab where you can see patients as they change statuses from Checkin to Checkout.
Scheduler > Patient Flow > Mini View
You can also click Patient Flow on the left side of the screen in the task pane to access the Patient Flow Module.
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Scheduler > Patient Flow Module
You can right click on each patient and set them to different statuses as they are tracked through the office. Colors change on screen to alert you of time intervals past.
Patient Checkin
You can also use the Patient Checkin Module which interfaces with the patient flow module.
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Scheduler > Patient Checkin
The patient check in allow patients to sign in in the lobby via touch screen or keyboard/mouse entry. As each patient checks in they will appear in the Waiting Room are in the patient flow. You can set up the Patient Checkin by creating an icon pointing to pcheckin.exe. To close the patient checkin use a key combination of crtl and f10. This prevents patients from closing the screen accidentally insuring that it is up at all times.
Waiting List
You can add patients to a Waiting List for a future appointment quickly and easily.
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Scheduler > Patient Waiting List
You can drag an drop an existing patient from the schedule or click insert to add a new patient in waiting.
Scheduler > Patient Waiting List > Insert
Select the patients Name, office Location, Doctor, Appt Type and Duration. You can also designate only specific days of the week when the patient will be available for an opening. Click OK to save.
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Encounter Form
You can print an individual encounter form under reports by highlighting the patients name and clicking Encounter Form. The encounter form will be completed with patient and doctor information.
Scheduler > Reports > Encounter Form
Confirming Appointments
There are several ways in PerfectByte to confirm appointments. You can access a printed report or go to our appointment confirmation module to confirm appointments for any date range.
Appointment Confirmation Module

You can also confirm appointments by using our Appointment Confirmation Module. Click on Appointments at the top of the screen and drop to To Be Confirmed.
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Scheduler > Reports > Appointment Confirmation Module
Date Range: The appointment date at the bottom will default to the date that was highlighted before you entered in to this area, however you can change this to include a date range or another individual date as desired. Click to access a calendar and select a date for the week you wish to confirm. Or just type the date(s) in manually. A list of patients for the selected dates will appear with appointment date and time, contact information and reason for appointment. Tag/UnTag: As you confirm each patient double click to tag them or highlight the patient and click Tag or Untag in the task pane as applicable. Mark as Confirmed: Once you have tagged patients you can click Mark as Confirmed in the task pane to the left of the screen. This will remove them from the list and mark their appointment as confirmed on the main scheduler screen as STATUS: Confirmed. Print Appointments to Confirm: You can also print a list of appointments to confirm from this screen if you wish to review them that way. Click Close to exit the Appointment Confirmation Screen.
Export to Telephony System
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You can export your scheduler data to a standard csv format for us with any appointment confirmation software. Click File at the upper right of the scheduler screen and go to Utilities, Export to Telephony System.
Email Patient
Right click on any patient in the scheduler and the program will launch your email application [i.e. Outlook] Email address pulls from the patient information screen. Email will prefill with appt information and can be sent as an appointment confirmation.
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Scheduler > Actions > Email
Lists
You can access various list associated with your scheduler from the List menu at the top of the scheduler screen.
You can access appointment descriptions from Lists at the top of the scheduler in the drop menu.
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Scheduler >Lists > Appointment Descriptions
Click Insert to add a new Appointment Description.
Scheduler > Lists > Appointment Descriptions > Insert New
Appointment Description: Type in a name for your appointment type. Duration: Enter a default duration for this appt or use the up/down arrows to select. Color: Click Choose color and select from the color palate.
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Click OK to save your work. You can Insert, Change and Delete as desired from this screen to customize your appt list. You can also access this list from within the scheduler to modify it at any time. Click Close to exit Appointment Descriptions.
Appointment Color Blocks

Select Appointment Color Blocks from the List menu at the top of the scheduler to assign colors to specific times, resources and days of the week for certain procedures.
Scheduler > Lists > Appointment Color Blocks > Insert
Click Insert to add a new color block. Description of Appointment Color Block: Enter a description for your color blocking.
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Dates and Times: Select the days you wish to be effected by this color block by checking the box to the left of each desired day. Then enter a start and end time for your color block. Restrict to a Specific Resource: If you want this color block to only affect a specific resource or chair, select that here using the look up folder. Only for a Limited Date Range: You can set a range for your color blocking by checking this option and entering a date range. Color Selection: Click Select Color to choose a color for your block. Show Description in Colored Empty Slots: Check this option to show the color block description in the empty appt slots. Click OK to save your work. Click Insert to add more color blocks to your scheduler.
Procedure Codes
You can access the Procedure Code master list by clicking Lists at the top of the screen and dropping down to Procedure Codes. You can insert new Procedure codes, descriptions and prices from this screen or just use for look up purposes.
Scheduler > Lists > Procedure Codes
Click Close to exit the Procedure Code list.
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Patients
You can access a list of your patients which pulls directly from the PerfectByte billing software. Click Lists at the top of the scheduler and drop down to patients.
Scheduler > Lists > Patient
Use this list for look up purposes or click Add Patient to add a new patient to your database. NOTE: For quick entry of new patients keep in mind that the only required fields are name, date of birth, sex and doctor. Click Close to exit the Patient list.
Resources
To access you resource or chair list to insert new columns to your scheduler or modify existing columns, click Lists at the top of the scheduler screen and drop down to Resources.
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Scheduler > Lists > Resources
Click Insert to enter a new Resource. Name: Enter a name for the resource/column on your scheduler. Code: Enter a code for your column. Columns are sorted alphabetically by this code; so we suggest leaving the naming convention Chair 1, Chair 2, Chair 3, etc. to dictate the order; adding more if necessary and changing the resource name which appear at the top of the schedule. When you are finished adding resources click Close and exit the scheduler and enter back in to refresh the screen with your changes.
Search
You can search by patient or opening in the PerfectByte Scheduler. The search option is located at the top of the screen as a menu option.
Search for a Patient

Click Search in the menu items at the top of the scheduler and select For a Patient, to search for a particular patient or family members appointment.
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Scheduler > Search > For a Patient
This list will automatically default to show you Only Show Appointments from Today Forward but you can uncheck this option at the bottom left of the screen to see all appointments. Type the patient for family members name to look up any appointments scheduled for them. Once you find the appointment you can highlight it and click Go to view for this day to jump to the scheduled day. This way you can schedule another family member or make changes to the highlighted patients appointment. You can also click on Insert Appointment to add an appointment to that date without jumping to the schedule view and/or you can Change the highlighted Appointment by selecting that option. You can also Delete an appointment if necessary from this screen. Click Close to exit the patient search screen.
Search for Openings

Use the Search for Openings option to look for open appointment slots using specific criteria. To access search for openings, click on Search at the top of the scheduler in the menu options and drop down to For Openings.
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Scheduler > Search > For Opening
Resource: Select a resource or chair for your search criteria or type ALL to search all chairs/columns Duration: Enter a duration for your desired appointment slot. Start/End Date: Enter a date range for your search. Weekday: You can specify a particular day of the week for the appointment and have an option to Skip Weekend Days by checking that option. Start/End Time: You can narrow your search criteria even further by entering a start and end time. NOTE: If you wish to search for all openings during hours of operation be sure that you have your open and close time entered in the start and end time. Schedule Appointment: Once you find the appointment desired highlight it and click Schedule Appointment to bring up the appointment scheduling screen for that day and time. The Search by Opening screen will automatically close once the appointment is scheduled. To exit search for openings without making an appointment click Close.
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Reminders
The scheduler contains a built in reminder system for internal use. Click Reminders at the top of the scheduler in the menu selections to add a reminder for you or a staff member.
Scheduler > Reminders
Add Reminder: Click add reminder to enter a reminder for a particular date and time.
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Scheduler > Reminders > Add Reminder
Subject: Enter a brief description of your reminder as the subject. Details: Enter a more detailed description if desired in the details area, 255 characters allowed. Date/Time/Duration: Enter the date and time you would like this reminder to come up for and a duration for this reminder/task. Name/Phone: If this reminder is related to a specific patient you can select their name here which will automatically bring forward their phone number for your convenience. Alarm: Check the alarm box if you wish to be notified about this reminder. Use the Quick Lookup menu to select how long prior to the reminder you would like to be notified. A Date and Time will appear below based on your selection. NOTE: The scheduler must be open for reminders to work. When you open your scheduler the reminder will appear giving you the option to Open Item for review or Dismiss Item.
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Scheduler > Reminders > Alert
Click Close to exit the reminder if you wish to take no action. NOTE: You can also view all Alarms for a particular day by entering in to Reminders and clicking on Alarms. This is handing for reviewing all reminders/tasks for a particular day in advance.
Set first day of week to Monday

If you want the first day of the week to display on your scheduler starting on Monday; click Settings at the top of the scheduler in the menu items and select Set Monday as First Day of Week. You will get the following Notice, click Yes to exit the scheduler and enter back in to refresh the view with the option selected.
Scheduler > Set Monday to First Day of Week > Settings
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Appointment Color Legend

For quick and easy review of your current color selections by appointment type click Help at the top of the scheduler in the menu selections and choose Appointment color legend. This will give you a full color print out of your current color selections.
Scheduler > Appointment Color Legend > Help
Click Print
or Exit
to close this report.
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Jump to PerfectByte
Click on Jump to: PerfectByte on the main scheduler screen in the task pane on the left to jump back to PerfectBytes billing program OR just maximize from your Windows task bar.
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Chapter 10 Insurance Forms
Instructions/Field Guides
ADA 2006 Form 1- Type of Transaction

Mark this as applicable at the top right of the visit screen. Statement of Actual Service or Pre-Treatment Estimate.
2 Predetermination/Preauthorization Number
Enter the prior authorization number on visit screen at the top right.
3 Name, Address, City, State, Zip Code

This information pulls from the patients Primary Insurance information on the Patient Information screen, Primary Ins. Select the insurance company from the Insurance Master List by using the look up folder next to Ins Code to select the appropriate insurance company. The address for the selected insurance company will pull in to these fields. NOTE: If this is a secondary ADA form this information will pull from the Secondary Insurance information on the Patient Information.
4 Other Dental or Medical Coverage?

If the patient has a primary and secondary insurance company registered under patient information, this box will automatically be marked as Yes. Otherwise it is marked No.
5 through 11 Other Coverage Information

This information pulls from the patients secondary insured information on the patient information screen, secondary ins and includes the secondary insureds Name, Date of Birth, Gender, Subscriber ID#, Plan/Group Number, Patients Relationship to Other Insured and Carrier Name and Address. NOTE: If you are printing a secondary ADA form this information will pull from the Primary Insureds information on the patient information.
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12 through 17 Primary Subscriber Information

This information pulls from the patients primary insured information on the patient information screen, primary ins and includes the primary insureds Name/Address, Date of Birth, Gender, Subscriber ID#, Plan/Group Number, and Employer Name. NOTE: If you are printing a secondary ADA form this information will pull from the Primary Insureds information on the patient information.
18 through 23 Patient Information

This information pulls directly from the patient information screen for the visit you have created and includes the patients Relationship to Primary Insured, Student Status [Full Time Student or Part Time Student], Name and address, Date of Birth, Gender and Patients ID/Account #.
24 through 31 Record of Services Provided

This information pulls from each item that you add to a visit. Click Add Item on the visit, enter the applicable information for fields 24 through 31 of the ADA form. Type in the appropriate CDT code to bring in the fee from your CDT Master list or select the CDT code using the look up folder to the right of the CDT field.
Click OK to save each item and repeat Add Item until all procedures are added for this visit.
32 Other Fees
This information is currently not available. Please contact PerfectByte support if you need this field added to the program.
33 Total Fees
The total fees pulls from the sum of all fees entered for the Visit, excluding any codes that you have designated to NOT print on the ADA form.
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34 Missing Teeth Information

This information is stored in the patient information on the Teeth Tab, however, currently does not pull on to the ADA form.
35 Remarks
This space may be used to convey additional information for a procedure code that requires a report, or for multiple supernumerary teeth. It can also be used to convey additional information you believe is necessary for the payer to process the claim (e.g., for secondary claim, the amount the primary carrier paid.) For Orthodontic offices the Insurance Total Fee, Initial Fee/Down Payment, Month fee and # of payment Months will print in the remarks area which pulls directly from the payment plan information for this visit. This information is used for Continuation of Treatment billing.
36 Patient Consent
This information pulls from the Visit, at the top right, Signature on File. You can set this box to automatically check in General Settings, Administration, Defaults to translate to the Patient Information screen OR check the box manually in Patient Information so that it will automatically pull forward to every Visit. By Signing (or signature on file notice) in this location of the claim form, the patient or patients representative has agreed that he/she has been informed of the treatment plan, the costs of treatment and the release of any information necessary to carry out payment activities related to the claim.
37 Insureds Signature
This information pulls from the Visit, at the top right of the screen Accept Assignment. You can set this box to automatically check in General Settings, Administration, Defaults to translate to the Patient Information screen OR check the box manually in Patient Information so that it will automatically pull forward to every Visit. The signature and date (or signature on file notice) are required when the insured wishes to have benefits paid directly to the dentist/provider. This is an authorization of payment. It does not create a contractual relationship between the dentist or dental entity and the insurance company.
38 Place of Treatment
You can enter information for your Place(s) of Treatment in General Settings Master Lists, designate your place(s) of treatment as Office, Hospital, ECF or Other to appropriate complete this field of the ADA form. This information is located in the top center of the Visit screen, select Place of Treatment in the field located a the top right of the screen.
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NOTE: You can set a particular Place of Treatment as a default in General Settings, Administration, Defaults to automatically pull this information forward to each visit.
39 Number of Enclosures (00 to 99)

This information pulls from the bottom of the blue area on the right side of the visit screen titled Radiographs or Models. This information is required on the ADA whether or not radiographs, oral images, or study models are submitted with the claim. If you do not complete these fields PerfectByte will automatically print 00 in all three fields as required by the ADA.
40 Is Treatment for Orthodontics?

This information can be set up as a default in the Doctor Information area located in Master Lists under General Settings. By selecting it as a default in this area it will automatically mark this as Yes on all visits for the specified doctor. To access this information on individual visits go to the blue tab on the right of the visit screen and check the box titled Is Treatment for Orthodontics.
41 Date Appliance Placed

When the check is placed in the field titled Is Treatment for Orthodontics this field will appear where you can enter the Date Placed. This information should also be reported in this section for subsequent orthodontic visits. Therefore, when you print Continuation of Treatment forms individually or in batch PerfectByte will automatically complete this information for you.
42 Months of Treatment Remaining

Enter the estimated number of months required to complete the orthodontic treatment in the field provided on Visit screen in the blue area to the right under the field Is Treatment for Orthodontics.
43 and 44 Replacement of Prothesis? Date of Prior Placement

This information pulls from the Visit screen in the blue area on the right of the screen titled Replacement of Prosthesis If you enter a date of prior placement for field 44; field 43 will automatically be checked as Yes, if you do not put a date in for field 44 then field 43 will automatically be marked as No.
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45 through 47 Treatment Resulting from

Options are available to you on the Visit screen in the upper right section to designate whether the treatment is the result of an Occupational illness/injury, Auto accident or Other Accident. If this treatment is the result of an Occupational illness/injury check the option located in the blue area to the right of the screen. Click on Brief Description and Dates to enter Date of Accident for field 46. Click on Brief Description and Dates to enter Date of Accident for field 46; and the State only if treatment was the result of an Auto Accident for field 47, otherwise leave blank.
48 through 52 Billing Dentist or Dental Entity

This information pulls from Billing Doctor information in the General Settings, Master List area for the doctor selected on a particular visit visit. You can set up a Billing Doctor in Patient information to pull forward to all visits for that patient [which you can change at the visit level if needed]. The Doctor information will pull forward to the visit and can be changed if necessary at the top center of the visit screen. NOTE: You can also set up a default Billing Doctor for all patients and visits in the General Settings, Administrative, Default area.
53 Certification
The date in this field will be the date the form is printed for submission. Signature required by the treating or rendering dentist. Not required for pre-treatment estimates.
54 and 55 Provider NPI and License Number

This information pulls from Doctor information in the General Settings, Master List area for the Treating Doctor selected on a particular visit visit. You can set up a Treating Doctor in Patient information to pull forward to all visits for that patient [which you can change at the visit level if needed]. The Doctor information will pull forward to the visit can be changed if necessary at the top center of the visit screen. NOTE: You can also set up a default Treating Doctor for all patients and visits in the General Settings, Administrative, Default area.
56, 56a and 57 Address, City State, Zip Code and Phone Number
This information pulls from the Treating Doctor Information on the visit screen. 56a. Provider Specialty Code
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This information pulls from the Doctor information located in General Settings, Master Lists for the doctor select on the visit. Complete the field titled Taxonomy Code.
Click on the ? to the right of the field for taxonomy code information.
NOTE: You can enter your place of treatment information in the General Settings, Master List area and set a default Place of Treatment for every visit in General Settings, Administration, Defaults.
58 Additional Provider ID
Pulls from Doctor Information under the Provider ID field or from the supplemental area where you can set up provider numbers by insurance carrier. You can select a Treating Doctor for the visit or set as a default in General Settings, Administration.
ADA 2002/2004 Form
1- Type of Transaction
Mark this as applicable at the top right of the visit screen. Statement of Actual Service or Pre-Treatment Estimate.
2 Predetermination/Preauthorization Number
Enter the prior authorization number on visit screen at the top right.
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3 Name, Address, City, State, Zip Code

This information pulls from the patients Primary Insurance information on the Patient Information screen, Primary Ins. Select the insurance company from the Insurance Master List by using the look up folder next to Ins Code to select the appropriate insurance company. The address for the selected insurance company will pull in to these fields. NOTE: If this is a secondary ADA form this information will pull from the Secondary Insurance information on the Patient Information screen.
4 Other Dental or Medical Coverage?

If the patient has a primary and secondary insurance company registered under patient information, this box will automatically be marked as Yes. Otherwise it is marked No.
5 through 11 Other Coverage Information

This information pulls from the patients secondary insured information on the patient information screen, secondary ins and includes the secondary insureds Name, Date of Birth, Gender, Subscriber ID#, Plan/Group Number, Patients Relationship to Other Insured and Carrier Name and Address. NOTE: If you are printing a secondary ADA form this information will pull from the Primary Insureds information on the patient information.
12 through 17 Primary Subscriber Information

This information pulls from the patients primary insured information on the patient information screen, primary ins and includes the primary insureds Name/Address, Date of Birth, Gender, Subscriber ID#, Plan/Group Number, and Employer Name. NOTE: If you are printing a secondary ADA form this information will pull from the Primary Insureds information on the patient information.
18 through 23 Patient Information

This information pulls directly from the patient information screen for the visit you have created and includes the patients Relationship to Primary Insured, Student Status [Full Time Student or Part Time Student], Name and address, Date of Birth, Gender and Patients ID/Account #.
24 through 31 Record of Services Provided

This information pulls from each item that you add to a visit. Click Add Item on the visit, enter the applicable information for fields 24 through 31 of the ADA form.
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Type in the appropriate CDT code to bring in the fee from your CDT Master list or select the CDT code using the look up folder to the right of the CDT field.
Click OK to save each item and repeat Add Item until all procedures are added for this visit.
32 Other Fees
This information is currently not available. Please contact PerfectByte support if you need this field added to the program.
33 Total Fees
The total fees pulls from the sum of all fees entered for the Visit, excluding any codes that you have designated to NOT print on the ADA form.
34 Missing Teeth Information

This information is stored in the patient information on the Teeth Tab, however, currently does not pull on to the ADA form.
35 Remarks
This space may be used to convey additional information for a procedure code that requires a report, or for multiple supernumerary teeth. It can also be used to convey additional information you believe is necessary for the payer to process the claim (e.g., for secondary claim, the amount the primary carrier paid.) For Orthodontic offices the Insurance Total Fee, Initial Fee/Down Payment, Month fee and # of payment Months will print in the remarks area which pulls directly from the payment plan information for this visit. This information is used for Continuation of Treatment billing.
36 Patient Consent
This information pulls from the Visit, at the top right, Signature on File. You can set this box to automatically check in General Settings, Administration, Defaults to translate to the Patient Information screen OR check the box
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manually in Patient Information so that it will automatically pull forward to every Visit. By Signing (or signature on file notice) in this location of the claim form, the patient or patients representative has agreed that he/she has been informed of the treatment plan, the costs of treatment and the release of any information necessary to carry out payment activities related to the claim.
37 Insureds Signature
This information pulls from the Visit, at the top right of the screen Accept Assignment. You can set this box to automatically check in General Settings, Administration, Defaults to translate to the Patient Information screen OR check the box manually in Patient Information so that it will automatically pull forward to every Visit. The signature and date (or signature on file notice) are required when the insured wishes to have benefits paid directly to the dentist/provider. This is an authorization of payment. It does not create a contractual relationship between the dentist or dental entity and the insurance company.
38 Place of Treatment
You can enter information for your Place(s) of Treatment in General Settings Master Lists, designate your place(s) of treatment as Office, Hospital, ECF or Other to appropriate complete this field of the ADA form. This information is located in the top center of the Visit screen, select Place of Treatment in the field located a the top right of the screen. NOTE: You can set a particular Place of Treatment as a default in General Settings, Administration, Defaults to automatically pull this information forward to each visit.
39 Number of Enclosures (00 to 99)

This information pulls from the bottom of the blue area on the right side of the visit screen titled Radiographs or Models. This information is required on the ADA whether or not radiographs, oral images, or study models are submitted with the claim. If you do not complete these fields PerfectByte will automatically print 00 in all three fields as required by the ADA.
40 Is Treatment for Orthodontics?

This information can be set up as a default in the Doctor Information area located in Master Lists under General Settings. By selecting it as a default in this area it will automatically mark this as Yes on all visits for the specified doctor. To access this information on individual visits go to the blue tab on the right of the visit screen and check the box titled Is Treatment for Orthodontics.
Insurance Forms 229
41 Date Appliance Placed

When the check is placed in the field titled Is Treatment for Orthodontics this field will appear where you can enter the Date Placed. This information should also be reported in this section for subsequent orthodontic visits. Therefore, when you print Continuation of Treatment forms individually or in batch PerfectByte will automatically complete this information for you.
42 Months of Treatment Remaining

Enter the estimated number of months required to complete the orthodontic treatment in the field provided on Visit screen in the blue area to the right under the field Is Treatment for Orthodontics.
43 and 44 Replacement of Prothesis? Date of Prior Placement

This information pulls from the Visit screen in the blue area on the right of the screen titled Replacement of Prosthesis If you enter a date of prior placement for field 44; field 43 will automatically be checked as Yes, if you do not put a date in for field 44 then field 43 will automatically be marked as No.
45 through 47 Treatment Resulting from

Options are available to you on the Visit screen in the upper right section to designate whether the treatment is the result of an Occupational illness/injury, Auto accident or Other Accident. If this treatment is the result of an Occupational illness/injury check the option located in the blue area to the right of the screen. Click on Brief Description and Dates to enter Date of Accident for field 46. Click on Brief Description and Dates to enter Date of Accident for field 46; and the State only if treatment was the result of an Auto Accident for field 47, otherwise leave blank.
48 through 52 Billing Dentist or Dental Entity

This information pulls from Doctor information in the General Settings, Master List area for the doctor selected on a particular visit visit. You can set up a Doctor in Patient information to pull forward to all visits for that patient [which you can change at the visit level if needed]. The Doctor information will pull forward to the visit and can be changed if necessary at the top center of the visit screen. NOTE: You can also set up a default Doctor for all patients and visits in the General Settings, Administrative, Default area.
230 Insurance Forms
53 Certification
The date in this field will be the date the form is printed for submission. Signature required by the treating or rendering dentist. Not required for pre-treatment estimates.
54 and 55 Provider ID# and License Number

This information pulls from Doctor information in the General Settings, Master List area for the doctor selected on a particular visit visit. You can set up a Doctor in Patient information to pull forward to all visits for that patient [which you can change at the visit level if needed]. The Doctor information will pull forward to visit and can be changed if necessary at the top center of the Visit screen in the field titled Doctor. NOTE: You can also set up a default Doctor for all patients and visits in the General Settings, Administrative, Default area.
56 and 57 Address, City State, Zip Code and Phone Number

This information pulls from the Visit screen at the top center of the screen for the Treating Doctor.
58 Treating Provider Specialty

This information pulls from the Doctor information located in General Settings, Master Lists for the doctor select on the visit. Complete the field titled Taxonomy Code.
Click on the ? to the right of the field for taxonomy code information.
Insurance Forms 231
DentiCAL Form
1 - Patients Name [last, first, mi]

Patient Information Screen
2 - Patients Social Security #

3 - Patients Sex
4 - Patients Birth Date

5 - Patient MediCAL ID#

Patient Insurance Screen - Prim Ins ID#
6 - Patients Address
7 - Patient Dental Record#

Patient Information Screen - Account#
8 - Referring Provider#
Visit top center of screen - Referring Physician
232 Insurance Forms
9 - Radiographs Attached?
Visit Blue tab on right of screen - Radiographs & Models
10 - Other Attachments
Visit Blue Tab on right if Form Type is set to DCAL - DentiCAL Info
11 - Accident/Injury?
Visit - Is Treatment Result of? AUTO, OTHER, NEITHER [leave blank if you want it unchecked]
11 - Employment Related?
Visit - Is Treatment Result of occupational illness or injury? Blue tab on right of visit screen
12 - Eligibility Pending? TAR ONLY

Visit - DentiCAL Info Tab Form type must be set to DCAL
13 - Other Dental Coverage?

Automatically marks with (X) if secondary claim is printed. Not required for Primary claims.
14 - Medicare Dental Coverage?

Looks at the primary insurance companies ins type code. If set to "Medicare" this box will be checked.
15 - Retroactive Eligibility?
Insurance Forms 233
16 - CHDP
17 - CCS
18 - Maxillofacial - Orthodontic
19 - Billing Provider Name

Select the Doctor on the Visit, the information pulls from Doctor information. You can select Practice Name or Doctor Name in the doctor information to print either or in this field.
20 - Billing Provider Number

Select the Doctor on the Visit, the information pulls from Doctor information, MediCAL Number
21 - Billing Provider Address/Phone

Select the Doctor on the Visit, the information pulls from Doctor information
22 - Place of Service
Visit - Second Tab - Place of Treatment - Looks at Place of Treatment Type for that location
23 - Proof of Elgibility
Affix P.O.E Label
24 - Examination and Treatment

This area encompasses the tooth/surface, procedure codes and charges. Treatment must be listed in tooth number sequence.
234 Insurance Forms
25 - Tooth Identification Chart

Currently not activated
26 - Tooth # or Letter; Arch; Quadrant

When adding item to visit, enter tooth number of letter arch
27 - Tooth Surfaces
When adding item to visit, enter surface information
28 - Description of Service
Pulls description from the CDT/Dentical code selected
29 - Date Service Performed

Pulls from Date of Service on the visit
30 - Quantity
Pulls from quantity when adding item to visit.
31 - Procedure Numbers
Pulls the Dentical 3 digit code from the selected CDT code.
32 - Fee
Pulls from the fee you enter for the CDT/Dentical Code and the selected fee schedule [i.e. Dentical]
33 - Treating Medi-CAL Provider #

This information pulls from the Doctors License Number and automatically prints a D on the front of the license number for each charge line.
Insurance Forms 235
34 - Comments
Pulls from the remarks field on the visit
35 - Total Fee Charged

This is the sum of all charges selected for this visit
36 - Patient Share of Cost Amount

Patients responsibility for the charges. NOTE: If TAR this field should be blank
37 - Other Coverage Amount

Only pulls if secondary is printed, then pulls primary ins payment amount. NOTE: If TAR this field should be blank.
38 - Date Billed
Date from is printed in PerfectByte
39 - Signature Block
Original signature required, stamp not acceptable
TAR Treatment Authorization Request

To get a TAR Dentical Form to generate, mark "Pre-treatment Estimate" at the top right of the visit screen.
HCFA-1500 aka. CMS-1500
Header information
Pulls from Patient Information, Insurance information. Will print the name and address of the insurance company selected for the visit from patient information.
236 Insurance Forms
NOTE: If printing a primary HCFA it will be the primary ins information and if you are printing a secondary HCFA it will be the secondary ins company information.
1 Ins Type
This information is stored in the insurance information file for the company selected for a specific patient. Go to General Settings, Master Lists, Insurance Companies, highlight the ins company, click Change and select the Ins Type Code as applicable.
1a Insureds ID Number
This pulls from the Policy number in Patient Information, Insurance Information, select the applicable ins, click Change to modify insurance information, policy number. NOTE: If this is a secondary claim the secondary ins policy number will print in this field.
2 Patients Name
Will print the patients name associated with the particular claim you are printing. To change go to Patient Information, click on Change Name at the bottom left side of the screen, this will give you access to the patients name so that you can change it if necessary.
3 Patients Birth Date

Pulls from patient information for the patient associated with the claim you are printing. Also pulls Sex information for this field in from the Patient Information screen.
4 Insureds Name
Pulls from Insurance Information for the selected patient, in the Insured Info if Different than patient field. If patient is the insured then their name will print in this field. NOTE: If this is a secondary claim the insured information for the secondary insurance company will print in this field.
5 Patients Address
The patient street address, city state, zip code and phone number will pull from the Patient Information screen for the patient associated with the claim.
Insurance Forms 237
6 Patients Relationship to Insured

Pulls from the Insurance Information screen in Patient Information for the selected insurance company; in the Relationship Field.
7 Insureds Address
Pulls from the Insurance Information section of Patient Information for the selected patient under Insured info.
8 Patient Status
Pulls from Patient information under Marital Status and Employment Status for the patient assocated with the claim.
9 Other Insureds Name

Pulls the Insureds Name for any secondary insurance listed in the Insurance Information section of Patient Information. NOTE: If you are printing a secondary claim then the Primary Insureds name will print in this field.
9a Other Insureds Policy or Group Number

Pulls from the secondary insurance informaiton located in the Insurance Information section of Patient Information, under Policy and Group Number. NOTE: If you are printing a secondary claim then the Primary Insureds Policy and Group number will print in this field.
9b Other Insureds Date of Birth

Pulls from the secondary insurance information in the Insurance Informaiton section of Patient Information. Date of Birth and Sex. NOTE: If you are printing a secondary claim then the Primary Insureds Date of Birth and Sex will print in this field.
9c Employers Name or School Name

In most cases this field is left blank. No longer used to report employer or school information.
9d Insurance Plan Name or Program Name

Pulls the Secondary Insurance Company name from the Insurance Information section of Patient Information. NOTE: If you are printing a secondary claim then the Primary Insurance Company Name will print in this field.
238 Insurance Forms
10a through c Is Patients Condition Related to:

Pulls from the visit information. a. Employment - Check Is treatment a result of occupational injury to check off block 10a as Yes. b. Auto Accident Under Is Treatment result of select AUTO c. Other Accident Under Is Treatment result of Select OTHER
10d Reserved for Local Use

This field is used exclusively for Medicaid (MCD) information.
11 Insureds Policy Group or FECA Number

Pulls from the Insurance Information section of Patient Information under Group Number. NOTE: If you are printing a secondary claim then the Primary Insurance Group Number will print in this field. Also, if this is a Medicare claim and there is no ins primary to Medicare NONE should print in this field. If none proceed to field 12 and leave 11a-d blank.
11a Insureds Date of Birth

Pulls from the Insurance Information section of Patient Information under DOB and Sex for the Insured. If Patient is Insured leave blank.
11b Employers Date of Birth

Pulls from the Insurance Information section of Patient Information under Insureds Employer Information.
11c Insurance Plan Name or Program Name

Pulls from the Insurance Information section of Patient Information, Insurance company name.
11d Is there another Health Benefit Plan?

If there is another insurance plan registered in the Insurance Information section of Patient Information this field will automatically check Yes.
12 Release of Medical Information Signature

You can set this as a default in General Settings, Administrative, Defaults so that all patients you enter automatically have SOF marked to Yes or you can set them individually in Patient Information so that all visits will be marked with SOF. You can change each visit individually as well on top right of the visit screen.
13 Payment Authorization Signature

You can set this as a default in General Settings, Administration, Defaults, so that all patients you enter automatically have SOF marked to Yes or you can set them individually in Patient Information so that all visits will be marked with SOF. You can change each visit individually as well on the top right of the visit screen.
14 Date of Current: Illness, Injury or Pregnancy

This information pulls from the visit screen on the top right in the field First Visit Date of Current
15 If Patient has had same or similar illness

This field is located on the blue HCFA/CMS tab on the Visit screen, Similar Illness. Form Type must be set to HCFA or CMS for this tab to show.
16 Dates Patient unable to work in current occupation

If the visit is marked as Illness due to occupational illness the dates entered in to brief description and dates will print in this area.
17 and 17a Name of Referring Physician or Other Source

Pulls the referring physicians information for the selected visit.
18 Hospitalization Dates Related to Current Services

Located on the HCFA tab of the visit. Form Type must be set to HCFA or CMS.
19 Reserved for Local Use

Located on the HCFA tab of the visit.
20 Outside Lab?
21 Diagnosis or nature of illness

Pulls from the Diagnosis codes selected at the center of the visit screen.
22. Medicaid Resubmission Number

23 Prior Authorization Number

Pulls from the uppoer right side of the visit screen.
240 Insurance Forms
24a Date(s) of Service

Pulls from Visit service dates.
24b Place of Service
24c Type of Service

Not a required field
24d Procedures, Services or Supplies

Pulls from the visit charges information, CDT or CPT codes as applicable. Modifiers pull from the extras section.
24e Diagnosis Code

Pulls from first diagnosis code listed on visit, however, if you click on Extras when adding a charge item, you can change the diagnosis as desired.
24f Charges
Pulls from the procedures entered on the visit and their appropriate charges.
24g Days or Units

Pulls from the Quantity field for each charge item that is added to the visit.
24h through k EPSDT Family Plan, EMG, COB and Reserved for Local Use
Pulls from Extras when entering charge items.
25 Federal Tax ID Number

Pulls from the doctor information file associated with the visit/claim, in the TIN# field.
26 Patients Account Number

This field is optional but pulls the patients account number from the Patient Information screen.
27 Accept Assignment
Pulls from the visit screen at the top right.
28 Total Charges
Calculates and prints the total of all charges on a particular visit.
29 Amount Paid
Blank
30 Balance Due
Blank
31 Signature of Physician or Supplier

Prints the date the form was printed, which is your computer date at the time it is printed.
32 Name and Address of Facility Where Services were Rendered

Pulls from the visit under Place of Treatment at the top center section of the screen.
33 Physicians, Suppliers Billing Name, Address, PIN# and GRP#

Pulls from the Doctor Information for the doctor selected on a particular visit.
242 Insurance Forms
Chapter 11 Timeclock
PerfectByte Timeclock
If you do not already have an icon for the TimeClock on your desktop; right click in a blank space. Go to New - Shortcut; Type the location of the item = c:\pbyte\pclock.exe. Click Next. Type a name for this shortcut: PerfectByte Timeclock; and click Finish. You should now have an icon for the PerfectByte Timeclock on your desktop. Double click on your Timeclock icon to enter in to the program. The current date and time will always be displayed on the main Timeclock screen.
Figure 11.0 Timeclock > Main Screen
Initial Setup
Click on Administration to begin the initial set up.
Chapter 11 243
Figure 11.1 Timeclock > Administration
Click Modify Preferences to set up your defaults.
Figure 11.2 Timeclock > Administration > Modify Preferences
Create an Admin Password to secure this area from being changed by other users. Warn Employee when working past normal quit time. Set to Yes or No using the drop arrow. Do not count as early or late if less than this many minutes: Use drop arrow to select grace period for checking in. timecard will still reflect actual log in time but warning will not come up. Overtime Period: You can selected Weekly or Daily according to your preference. Overtime After: Based on the overtime period you selected, enter the number of hours that constitutes overtime.
244 Timeclock
Pay Week Starts On: Select the day of the week that the pay period starts on by using the down arrow. Click OK to save. This will take you back to the Administrative Functions screen.
Click on Maintain Info under Employee to set up information for your individual employees. Click Insert to add an employee.
Maintain Employee Information
Figure 11.3 Timeclock > Administration > Maintain Employee Info
ID: is automatically assigned by the system. Name: Type the name of the employee. You can type first and last name, first name, whatever you prefer; this is for your own record. Security PIN: You should set up a PIN# for each employee to restrict access from other users. Optional Code: You can use this for the employee number or other identifier and is not a required field. Soc Sec No: Type in the patient social security number. This is also an optional field.
Timeclock 245
Department/Activity/Location: You can create lists to categorize your employees for productivity purposes. This is optional. Select as applicable using the look up folder .
Work Schedule
Click on the tab at the top of the Employee Record called Work Schedule to enter the hours the employee normally works. This tab is optional but must be completed for the warnings to display.
Figure 11.4 Timeclock > Administration > Maintain Employee Info > Work Schedule
NOTE: If you enter the first days hours and all hours are the same you will be prompted to copy Start and Quit time to the rest of the days of the week.
Click the Vacation and Compensation if you wish to enter this optional information.
Vacation and Compensation
246 Timeclock
This tab is also optional but is an excellent way to track hours used for vacation and sick leave. Click on the Vacation and Compensation tab at the top of the screen to enter preferences.
Figure 11.5 Timeclock > Admin > Maintain Emp Info > Vacation/Compensation
Enter the annual Vacation and Sick hours allotted to this employee. In addition, enter any Available Personal and/or Comp Time available. As the employee uses this time throughout the year it will be deducted automatically from this total. Click Insert to enter the employees pay rate by date range in to the Salary Table.
Figure 11.6 Timeclock > Admin > Maintain Emp Info > Salary Table
Timeclock 247
Enter the employees Regular Rate of pay Per Hour and OT [Overtime] Rate Per Hour if applicable. Enter an effective From and Through Date. This is usually the date range between pay increases. By entering this information you will have an historical record of pay increases as time goes by. Click OK to save your work. Click OK again to exit and save this employees information. Click Close to return to the Employees File screen where you will see a list of all your employees and general information. You can Insert, Change and Delete records from this screen. NOTE: Remember only the Administrator should have access to this area.
Figure 11.7 Timeclock > Administration > Maintain Employee Info > Emp List
You can also leave messages for your employees which they will receive the next time the clock in on the date that you set the message for.
Highlight the employees name in the list and Click of the screen.
at the bottom
248 Timeclock
Figure 11.8 Timeclock > Administration > Maintain Employee Info > Messages
Click Insert to add a new message. Enter the Message Date: this is the date you would like the message to appear for the selected employee. Type in your message and click OK. The employee will have an opportunity to acknowledge the message which will automatically complete the received date and will check off the received box. Click OK to save you Message and click Close to exit the messages screen.
View Timecards
Click on View Timecards under Employee on the Administrative Functions screen. This is where you will view employees timecards and make any changes if necessary.
Timeclock 249
Figure 11.9 Timeclock > Administration > View Time Cards
Highlight the applicable employees name and timecard; click Insert to enter a new log, Change to edit the highlight entry or Delete to erase the highlighted entry. Note that specific types of hours are denoted with color. [i.e. Vacation Yellow, Personal Aqua] Click Close to exit the TimeCards screen and return to the Administrative Functions screen. From the Administrative screen you can also print a Payroll Report and reports for Vacaton and Sick Balance and Vacation/Sick Taken. Click Close to exit the Administrative Functions area.
250 Timeclock
Actions
Figure 11.10 Timeclock > Main Screen > Actions
Under Actions you can quickly see who is clocked in by clicking See who is here
Clocking in and out

Your employees will clock in and out by selecting their name using the drop arrow on the signin screen and clicking IN or OUT. When they click IN or OUT any messages left for them will appear. They can acknowledge and clear messages or click done to leave them in their message queue for later. If the employee has no messages they will get the Clock In screen.
Timeclock 251
Figure 11.11 Timeclock > Clocking In/Out
If the employee is late they can put a message in Employee Remarks. If everything looks normal the employee can just click OK. NOTE: Youll see you can also track employees by Activity, Department and location, this is not required but can be set up as a default in the employee information area if you wish to utilize this feature. If the employee was out sick or on vacation the day before they can access the Vacation/Sick Time tab and enter their sick/vacation time used. This should be done when clocking in and cannot be access when clocking out. Your administrator can also add vacation/sick time for you in the Administrative Functions section.
Figure 11.12 Timeclock > Clocking In/Out > Vacation/Sick Tab
252 Timeclock
Timeclock 253
Glossary of Terms
Located on the Main screen upper right, this menu gives you quick access to all actions for the patient highlighted.
Billing Party
The term Billing Party used throughout the Perfectbyte Program refers to the person(s) responsible for the patients bill.
Clearance
This refers to security access that can be set up in the PerfectByte program to allow or restrict access to certain parts or functions of the program. Access Clearance settings in General Settings, Administration, Security.
This refers to the option in PerfectByte that allows Orthodontic and Enterprise users to set up incremental billing to insurance companies, monthly, quarterly etc. You can set this up for each individual payment plan and print them as a batch or individually.
Encounter Forms
This is a routing form used by many doctors which contains all the CDT and diagnosis codes used in their office. You can customize these forms in PerfectByte by designating particular CDT and Diagnosis codes that you wish to print on the form. The form will also print with the doctor and patient information for your convenience.
Enterprise
The Enterprise Edition of PerfectByte contains the features of both the Dental and Orthodontic programs and is perfect for multi-specialty practices.
Fee Schedules
Fee schedules are used to track different prices for services based on the patients coverage or your contractual fees with certain insurance companies. For instance you may charge a self pay patient a different fee that a patient with commercial insurance. PerfectByte allows you to enter these separate fee schedules and apply them to each patient as applicable.
Glossary of Terms 255
Inflated Fees
You can print higher fees on your ADA forms, referred to as Inflated Fees. Enter the inflated fee for a CDT code in the Expected Fee field and check Use Inflated Fees on ADA2004 form in General Settings, Administration, Defaults. NOTE: Your visit will still show on the screen with the regular fees, the inflated fees will just print on the ADA form.
Receivables
Money owed to you either by insurance or patient. Subtract income and adjustments from charges to see receivables.
Referral Sources
These are sources from which patients are referred, other than the referring doctors. For instance a Yellow Page ad, a direct mailer etc. You can also track referrals coming from other patients as a referral source.
Resources
Resources refer to the columns in the PerfectByte Scheduler. They can be set up to represent Chairs, Doctors, Hygienists, etc.
Sign-in
A setting which can be activated in General Settings, Administration, Security which will thereby require sign-in and password for all users and will turn on clearance settings. Set up Clearance In General Settings, Administration, Security.
Task Pane
This is the navigation tool that is located on the left side of the main PerfectByte screen and throughout the program to assist you in moving about the program with ease.
Tokens
Tokens refer to specific fields of data within the PerfectByte program and are used to create form letters, documents and contracts.
Walkout Receipt
This is a receipt that can be printed for a particular visit and will show all transactions for that visit. Many offices print this receipt after receiving payment from the patient prior to their leaving or walking out of the office.
256 Glossary of Terms
Glossary of Terms 257
258 Glossary of Terms
Index
1
1 - Ins Type 237 1 - Patients Name [last, first, mi] 232 1- Type of Transaction 221, 226 10 - Other Attachments 233 10a through c - Is Patient's Condition Related to: 239 10d - Reserved for Local Use 239 11 - Accident/Injury? 233 11 - Employment Related? 233 11 - Insured's Policy Group or FECA Number 239 11a - Insured's Date of Birth 239 11b - Employer's Date of Birth 239 11c - Insurance Plan Name or Program Name 239 11d - Is there another Health Benefit Plan? 239 12 - Eligibility Pending? TAR ONLY 233 12 - Release of Medical Information Signature 239 12 through 17 - Primary Subscriber Information 222, 227 13 - Other Dental Coverage? 233 13 - Payment Authorization Signature 240 14 - Date of Current: Illness, Injury or Pregnancy 240 14 - Medicare Dental Coverage? 233 15 - If Patient has had same or similar illness 240 15 - Retroactive Eligibility? 233 16 - CHDP 234 16 - Dates Patient unable to work in current occupation 240 17 - CCS 234 17 and 17a- Name of Referring Physician or Other Source 240 18 - Hospitalization Dates Related to Current Services 240 18 - Maxillofacial - Orthodontic 234 18 through 23 - Patient Information 222, 227 19 - Billing Provider Name 234 19 - Reserved for Local Use 240 1a - Insureds ID Number 237
23 - Proof of Elgibility 234 24 - Examination and Treatment 234 24 through 31 - Record of Services Provided 222, 227 24a - Date(s) of Service 241 24b - Place of Service 241 24c - Type of Service 241 24d - Procedures, Services or Supplies 241 24e - Diagnosis Code 241 24f - Charges 241 24g - Days or Units 241 24h through k - EPSDT Family Plan, EMG, COB and Reserved for Local Use 241 25 - Federal Tax ID Number 241 25 - Tooth Identification Chart 235 26 - Patient's Account Number 241 27 - Accept Assignment 241 27 - Tooth Surfaces 235 28 - Description of Service 235 28 - Total Charges 241 29 - Amount Paid 242 29 - Date Service Performed 235
3
3 - Name, Address, City, State, Zip Code 221, 227 3 - Patient's Birth Date 237 3 - Patients Sex 232 30 - Balance Due 242 30 - Quantity 235 31 - Procedure Numbers 235 31 - Signature of Physician or Supplier 242 32 - Fee 235 32 - Name and Address of Facility Where Services were Rendered 242 32 - Other Fees 222, 228 33 - Physician's, Supplier's Billing Name, Address, PIN# and GRP# 242 33 - Total Fees 222, 228 33 - Treating Medi-CAL Provider # 235 34 - Comments 236 34 - Missing Teeth Information 223, 228 35 - Remarks 223, 228 35 - Total Fee Charged 236 36 - Patient Consent 223, 228 36 - Patient Share of Cost Amount 236 37 - Insured's Signature 223, 229 37 - Other Coverage Amount 236 38 - Date Billed 236 38 - Place of Treatment 223, 229 39 - Number of Enclosures (00 to 99) 224, 229 39 - Signature Block 236
2
2 - Patient's Name 237 2 - Patients Social Security # 232 2 - Predetermination/Preauthorization Number 221, 226 20 - Billing Provider Number 234 20 - Outside Lab? 240 21 - Billing Provider Address/Phone 234 21 - Diagnosis or nature of illness 240 22 - Place of Service 234 22. Medicaid Resubmission Number 240 23 - Prior Authorization Number 240
4
4 - Insured's Name 237
Index 259
4 - Other Dental or Medical Coverage? 221, 227 4 - Patients Birth Date 232 40 - Is Treatment for Orthodontics? 224, 229 41 - Date Appliance Placed 224, 230 42 - Months of Treatment Remaining 224, 230 43 and 44 - Replacement of Prothesis? Date of Prior Placement 224, 230 45 through 47 - Treatment Resulting from 225, 230 48 through 52 - Billing Dentist or Dental Entity 225, 230
5
5 - Patient MediCAL ID# 232 5 - Patient's Address 237 5 through 11 - Other Coverage Information 221, 227 53 - Certification 225, 231 54 and 55 - Provider ID# and License Number 231 54 and 55 - Provider NPI and License Number 225 56 and 57- Address, placePlaceTypeCity PlaceTypeState, Zip Code and Phone Number 231 56, 56a and 57- Address, placePlaceTypeCity PlaceTypeState, Zip Code and Phone Number 225 58 - Additional Provider ID 226 58 - Treating Provider Specialty 231
Actions 88, 251 Actions for Appointment 187 Actions for Highlighted Patient 61 ADA 2002/2004 Form 226 ADA 2006 Form 221 Add [Charges] from Procedure Group 72 Add [Charges] from Treatment Plan 72 Adding an Appointment 181 Adjust 81 Adjustment Reports 153 Administration 17 Administrative Reports 132 Aging Report 153 Appointment All Resources 194 Appointment Color Blocks 210 Appointment Color Legend 219 Appointment Confirmation Module 205 Appointment Confirmation Report 199 Appointment Daysheet 198 Appointment Descriptions 177, 184, 209 Appointment Slip 189
B
Batch Print Encounter Forms 169 Billing Parties 38
C 6
6 - Patients Address 232 6 - Patient's Relationship to Insured 238 CDT Codes 144 Change Name 60 Chapter 10 221 Chapter 11 243 Charge Reports 150 Chart Labels 27 Charts and Graphs 172 Claims Not Submitted 157 Claims Submitted 158 Clinical 96 Clocking in and out 251 Collections 114 Confirming Appointments 204 Continuation of Treatment 90
7
7 - Insured's Address 238 7 - Patient Dental Record# 232
8
8 - Patient Status 238 8 - Referring Provider# 232
9
9 - Other Insured's Name 238 9 - Radiographs Attached? 233 9a - Other Insured's Policy or Group Number 238 9b - Other Insured's Date of Birth 238 9c - Employer's Name or School Name 238 9d - Insurance Plan Name or Program Name 238
D
Daily Charge and Payment Summary 147 Daily Reports 131 Daysheet 131 Demographics 101 DentiCAL Form 232 Deposit Slip 145 Diagnosis Codes 144 Diagnosis Frequency Report 138 Documents 88, 103
A
A Word About HELP 2 Account Balance 102
260 Index
E
EasyView 188 Electronic Claims 122 Electronics 24 Email Patient 66, 190, 207 Encounter Form 204 Entering Charges 70 Entering Patients 36 Entering Visits 67 Export to Telephony System 206
M
Main Screen Overview 3 Maintain Employee Information 245 Managed Care Authorizations 143 Master List Reports 144 Master Lists 9 Medical Conditions and Alerts 53 Messages 20 Misc. 43 Month to Date/Year to Date 154 My Settings 4
F
Fee Schedules 144 Financial Charts 172 Financial Reports 145
N
New Patient Mailing Labels - Laser 140 Notes 50, 74, 100
G
General 5, 18 General Patient Information 36 General Settings 8 Get Previous Credit 81 Glossary of Terms 255
O
OReports-1 142 Ortho Charting 62, 96 OScheduler-1 196 Outbound Referrals 141 Overview 1, 94, 101, 179 Overview - Patient Information 35 Overview - Posting Payments 75 Overview - Visit Information 66
H
HCFA-1500 aka. CMS-1500 236 Header information 236 Help 60, 90
P
Patient Checkin 202 Patient Defaults 37 Patient Employer/School 42 Patient Flow 201 Patient History 29 Patient Info 36 Patient List Report 159 Patient Listing By Reports 133 Patient Payments 76 Patient Phone Book 135 Patient Recalls 161 Patient Reports 159 Patient Status Report 160 Patients 211 Patients by Referring Source(s) 134 Patient's in Pre-treatment Estimate Phase 139 Payment Plan 82 Payments Due from Payment Plan 147 PerfectByte Timeclock 243 Photos 112 Pictures 55 Places of Treatment 144 Post Large Insurance Checks 122 Posting Payments to a Payment Plan 86 Preferences 7
I
Income Reports 149 Initial Exam Tab 63, 97 Initial Setup 175, 243 Installation Instructions 2 Instructions/Field Guides 221 Insurance Companies 144 Insurance Forms 115 Insurance Information 39 Insurance Payments 77 Interfacing 8
L
Lab/Xray Tracking Report 143 Labs and Xrays 96 Late Fees 127 Launch External Imaging 96 Ledger 107 Letterhead 33 List Style 194 Lists 207 Logo 28
Index 261
Prescriptions 44, 101 Print 112 Print Payplan Ledger 89 Print Schedule 193 Printers 5 Printing 73 Procedure Codes 184, 211 Procedure Codes with Prices 144 Procedure Frequency Report 136
T
TAR Treatment Authorization Request 236 Timeclock 243 Transfer 79 Treatment Plans 47, 109 Tx [Treatment] Chart 64, 98
V
Vacation and Compensation 246 View Documents 34 View Labs/Xrays 190 View Timecards 249 View Transaction Audit 27
Q
26 - Tooth # or Letter; Arch 235
R
Recalls 51, 107 Receivables Reports 151 Recurring Appointments 191 Referring Doctor Frequency 156 Referring Doctors > List or labels 144 Reminders 217 Rescheduling - Drag/Drop 187 Resources 212 Responsible Party Mailing Labels 141
W
Waiting List 204 Welcome Packet 61 Work Schedule 246
X
Xtra Contacts 54
S
Scheduler 22 Scheduler General 178 Scheduler Reports 193 Scheduling 113 School/Work Excuse 190 Search 212 Search for a Patient 213 Search for Openings 215 Security 21 Set first day of week to Monday 218 Single Resource 197 Statements 119 Statements/Receipts 26 Status Report 200 Step 1 - Select you search criteria and click Search Button 120 Step 1 - Select your Search Criteria and Choose Search 116 Step 1 - Select your Search Criteria and Click Search 166 Step 2 - Verify Recalls and Print 167 Step 2 - Verify that these are the Claims you wish to Process 118 Step 2 - View Statements to be Printed 122 Step 3 - View List to Edit 118 Step 4 - Print Insurance Forms 119 System Requirements 1
Z
Zip Codes 144
262 Index

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PerfectByte

Practice Management Software

PerfectByte User Guide Copyright 2008 by PerfectByte. All rights reserved.

Chapter 2 Setting Up PerfectByte

Chapter 3 Entering Patients

Perfectbyte User Guide

Chapter 4 Entering Visits

Chapter 5 Posting Payments

Collections ............................................................................................................................. 114

PerfectByte User Guide

PerfectByte User Guide

Chapter 10 Insurance Forms

Glossary of Terms Index

PerfectByte User Guide

Chapter 1 Introducing PerfectByte

Perfectbyte User Guide

A Word About HELP

PerfectByte User Guide

Chapter 2 Setting Up PerfectByte

PerfectByte User Guide

Main Screen Overview

PerfectByte User Guide

My Settings > General

PerfectByte User Guide

My Settings > Printers

PerfectByte User Guide

My Settings > Preferences

PerfectByte User Guide

My Settings > Interfacing

PerfectByte User Guide

General Settings > Master Lists

PerfectByte User Guide

Master Lists > Employers

PerfectByte User Guide

Master Lists > Insurance Companies

Master Lists > Doctors

PerfectByte User Guide

Master Lists > Doctors > Rx Module Information Tab

Master Lists > Referring Doctors

PerfectByte User Guide

Master Lists > Adjustment Types

Master Lists > Diagnosis Codes

PerfectByte User Guide

Master Lists > Procedure Codes

PerfectByte User Guide

PerfectByte User Guide

Master Lists > Procedure Groups

PerfectByte User Guide

General Settings > Administration > General

PerfectByte User Guide

PerfectByte User Guide

PerfectByte User Guide

Administration > Security

PerfectByte User Guide

Administration > Users > Clearance

PerfectByte User Guide

Administration > Scheduler

PerfectByte User Guide

Administration > Scheduler > Appt Descriptions

PerfectByte User Guide

Administration > Electronics

PerfectByte User Guide

Administration > Statements/Receipts